Clerical & Admin Specialist I

Northstar Memorial Group•Oakland, CA

4d•$23 - $24•Onsite

About The Position

Chapel of the Chimes in Oakland, CA is a premier funeral home and cemetery serving families with compassion, professionalism, and care. Our administrative team plays a critical role in ensuring accuracy, efficiency, and exceptional service for both at-need and pre-need families. The Clerical & Administrative Specialist supports both funeral and cemetery administration through accurate contract processing, financial recordkeeping, vendor invoice management, and general office operations. This role requires exceptional attention to detail, comfort with confidential information, and the ability to balance back-office tasks with compassionate, front-line customer service. The ideal candidate thrives in a structured environment, enjoys working with numbers and documentation, and can also interact warmly and professionally with grieving families.

Requirements

Previous experience in an administrative, clerical, accounting, or customer service role preferred.
Strong attention to detail, especially with numerical accuracy and data entry.
Ability to manage sensitive information with discretion and professionalism.
Comfort working in a funeral/cemetery environment with grieving families.
Proficiency with office software systems (Microsoft Office; experience with HMIS/Archimedes a plus).
Excellent communication and interpersonal skills.
Strong organizational habits and ability to prioritize in a fast-paced environment.

Nice To Haves

Experience in funeral, cemetery, medical, legal, or other regulated industries.
Familiarity with HMIS, Archimedes, or similar case-management software.
Cash-handling or accounts payable experience.
Bilingual skills (Spanish, Chinese languages, or Vietnamese) a plus.

Responsibilities

Accurately post Pre-Need funeral contracts, ensuring all associated documents, payments, and aftercare tasks are tracked and completed.
Process At-Need amendments, including pricing adjustments, service changes, and internal updates.
Issue refunds, following company protocols and documentation standards.
Prepare and post write-offs, ensuring compliance with internal approval workflows.
Maintain complete and compliant digital and physical records for all cases
Review, code, and submit vendor invoices for timely payment processing according to accounting guidelines.
Coordinate with internal departments to resolve coding questions, discrepancies, or missing documentation.
Assist with credit card reconciliation, including receipt gathering, transaction tracking, and ledger accuracy.
Support internal financial audits by organizing documentation and providing requested reports.
Maintain exceptional accuracy in all entries to reduce processing errors and rework.
Answer incoming phone calls with professionalism, empathy, and clear communication.
Greet and assist families arriving at the cemetery or funeral office; guide them to the correct staff member or help with immediate needs.
Receive payments for services, merchandise, or property; issue receipts and follow internal cash-handling procedures.
Complete routine office tasks including scanning, filing, data entry, mail distribution, and document organization.