Administrative Assistant (Coroner's Department)

County of Berks•Reading, PA

4d•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. Provides 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 compassionately assist grieving families and next of kin, including people experiencing emotional distress, anger, confusion, frustration, or grief. Physical presence in the office is required. Work is primarily during regular business hours, with occasional evening or weekend work possible. 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 the use of varied computer applications.
Valid state-issued driver’s license.
Proficiency in Microsoft Office applications and general computer systems.
Ability to learn and effectively use Oracle and other County or departmental software systems.
Strong organizational and time-management skills; ability to work independently with minimal supervision and prioritize multiple assignments.
Ability to communicate effectively with and assist grieving families and next of kin, including people experiencing significant emotional distress, anger, confusion, frustration, or grief.
Ability to handle highly sensitive and confidential information, including information relating to decedents, families, investigations, medical matters, law enforcement, finances, and personnel.
Ability to handle stress.
Physical presence in the office is required.
Ability to perform work involving standing, walking, sitting, lifting, carrying, talking, hearing, handling objects or controls, and reaching; occasional lifting or moving of up to 40 pounds a distance of 15 feet or less is required.

Nice To Haves

Experience involving administrative functions, financial processing, records management, customer service, employee scheduling, confidential documentation, grant research, or grant writing.
Experience working directly with the public in settings 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 administrative operations and help ensure processes are completed accurately and within established timeframes.
Prepare correspondence, reports, spreadsheets, forms, memoranda, and other departmental documents.
Make travel and lodging arrangements 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, check requests, expense reports, and other financial transactions and documentation.
Assist with departmental purchasing and procurement.
Assist with budget preparation and monitoring, maintain financial records, and follow up on incomplete or incorrect financial 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 and related documentation.
Prepare and process monthly funeral home billing and maintain related records.
Handle record requests, scanning, filing, records management, and collection and maintenance of statistical and operational data.
Update and maintain the website and administrative communications.
Track County cremations and unclaimed remains, including the status of decedents and completion of required documentation.
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 incoming telephone calls and direct them appropriately; greet and assist visitors professionally, courteously, and compassionately.
Perform other duties and responsibilities as assigned.