Administrative Assistant (Coroner's Office)

County of Berks•Reading, PA

3d•Onsite

About The Position

Performs advanced paraprofessional and administrative office work in direct support of the Coroner and Chief Deputy Coroner. Coordinates and manages the day-to-day administrative functions of the Coroner’s Office, including confidential records and documentation, employee scheduling, financial and records-management duties, County cremation and next-of-kin processes, and grant and alternative-funding research. The role also provides direct administrative assistance to grieving families and helps ensure departmental processes are completed accurately and on time with minimal supervision. The position requires professionalism, discretion, confidentiality, accuracy, organization, initiative, compassion, sound judgment, emotional maturity, and the ability to work independently. The employee must be able to compassionately assist grieving families and next of kin who may be experiencing emotional distress, anger, confusion, frustration, or grief. Physical presence in the office is required. Work is primarily during regular business hours, although occasional evening or weekend work may be needed. Travel within the assigned service area may be required.

Requirements

Associate’s degree in secretarial science, business, accounting, public administration, criminal justice, or a closely related field; equivalent combinations of education, training, and relevant experience may be considered.
At least four years of experience involving advanced typing and office practices, including varied computer applications.
Valid state-issued driver’s license.
Proficiency in Microsoft Office applications and general computer systems.
Ability to learn and use Oracle and other County or departmental software systems.
Strong organizational and time-management skills, ability to prioritize multiple assignments, and ability to work independently with minimal supervision.
Ability to handle stress and highly sensitive, confidential information involving decedents, families, investigations, medical information, law enforcement matters, finances, and personnel.
Ability to effectively and compassionately assist and communicate with grieving families and next of kin, including people experiencing emotional distress, anger, confusion, frustration, or grief.
Ability to maintain professionalism, discretion, confidentiality, accuracy, sound judgment, and emotional maturity in sensitive interactions.
Ability to be physically present in the office.

Nice To Haves

Experience in administrative functions, financial processing, records management, customer service, employee scheduling, confidential documentation, grant research, or grant writing.
Experience working directly with the public in environments requiring discretion, professionalism, compassion, and management of sensitive or emotionally difficult interactions.

Responsibilities

Provide advanced administrative and paraprofessional support to the Coroner and Chief Deputy Coroner.
Coordinate routine office operations and help ensure departmental processes are completed accurately and within established timeframes.
Prepare correspondence, reports, spreadsheets, forms, memoranda, and other departmental documentation.
Arrange travel and lodging for meetings and conferences.
Maintain office forms, administrative procedures, files, and document-control systems; manage incoming and outgoing mail.
Process invoices, purchase orders, requisitions, payments, deposits, and other financial transactions and documentation; assist with purchasing and procurement.
Assist with departmental budget preparation and monitoring, maintain supporting financial records, and follow up on incomplete or incorrect documentation.
Prepare, coordinate, and maintain work schedules for positions within the Coroner’s Office.
Perform accounts payable and accounts receivable functions using the County’s Oracle financial system; prepare payroll documentation and process monthly funeral-home billing.
Review requests and expense reports.
Process records requests and perform scanning, filing, and records management; collect and maintain statistical and operational data.
Update and maintain the website and administrative communications.
Track County-authorized cremations and unclaimed remains, monitor decedent status through the administrative process, and ensure required documentation is completed and maintained.
Assist in locating next of kin and coordinating the release of cremated remains.
Research, prepare, and track grants and identify funding opportunities.
Assist grieving families with administrative matters and property release.
Maintain confidential personnel, investigative, and administrative information.
Answer and direct incoming telephone calls; greet and assist visitors professionally, courteously, and compassionately.
Perform other duties and responsibilities as assigned.