Clerical & Admin Specialist I

Northstar Memorial Group•Oakland, CA

6d•$24 - $25

About The Position

Chapel of the Chimes in Oakland, CA is seeking a detail-oriented and dependable Clerical Administrative Specialist to support our above-ground cemetery operations, including our columbarium and mausoleum spaces. This role is a key part of the interment process, ensuring that documentation, property records, and work orders are handled with accuracy, care, and professionalism. The ideal candidate is highly organized, comfortable handling sensitive information, and able to manage multiple administrative tasks in a calm, compassionate manner.

Requirements

2+ years of administrative, clerical, or records-focused experience.
Strong attention to detail and accuracy in documentation.
Ability to learn and use internal applications and databases.
Professional communication skills and ability to work well within a team.
Strong organizational skills and ability to manage multiple tasks.
Discretion when handling sensitive and confidential information.

Nice To Haves

Experience in cemetery, funeral home, legal, medical, or government office settings.
Familiarity with above-ground interment processes (crypts, niches, mausoleums, and columbarium).
Bilingual skills are a plus.

Responsibilities

Interment Verification Review and confirm property ownership and rights of interment using internal applications and physical files.
Verify eligibility for entombments, inurnments, and niche placements in above-ground spaces.
Ensure interment authorizations, permits, and required documents are complete and accurate.
Confirm financial clearance for services and property-related fees.
Communicate any missing information or documentation needs to the appropriate internal teams.
Prepare clear and accurate daily work orders for entombments, inurnments, niche placements, and related services.
Record proper location information, including building, wall, level, or niche/crypt number.
Include all necessary instructions for operations and support teams.
Track updates, revisions, and final completions.
File completed work orders and update internal records accordingly.
Prepare and issue new deeds for property purchases.
Process deed corrections, amendments, and ownership transfers.
Generate and issue Paid-In-Full (PIF) letters after verifying account accuracy.
Maintain proper recordkeeping for all deed and ownership files.
Maintain accurate cemetery records in internal applications.
Perform scanning, filing, document preparation, and general clerical duties.
Support phone coverage and walk-in assistance as needed.
Assist with daily administrative tasks, including deposits and payment processing.
Work closely with funeral arrangers, operations supervisors, and administrative team members to ensure each interment is prepared accurately and on schedule.
Provide timely updates regarding documentation status, property information, and work order progress.