On-Call Staff

Santa Clara University•Santa Clara, CA

3d•Onsite

About The Position

Reporting to the Cemetery Superintendent, the Office Manager is responsible for specific accounting and collections tasks and provides administrative assistance and support to the Business and Finance Manager of the Santa Clara Jesuit Community and the Cemetery Superintendent. Accounting duties include daily transaction reconciliation; processing and posting receivable payments, establishing ACH (pre-authorized) direct bill accounts, statement preparation and distribution, billing discrepancy resolution, and various daily and month-end reporting. Collection duties include acting as a collections representative to research, then contact by phone and in writing, past-due accounts, collect and post payments, negotiate modified payment arrangements, and report account receivable delinquencies. In the absence of the Superintendent, this position will provide work direction, make minimum viable decisions, and create service schedules. In this role, the Office Manager must be highly organized, have superior communications skills, and be comfortable and competent making decisions and solving problems. Tasks may be complex, diversified, sensitive, and confidential in nature.

Requirements

Ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment and to promote and contribute to an inclusive and respectful workplace.
Understanding and support of the Jesuit tradition and a commitment to the fundamental values of service to others, community, and diversity as well as commitment to and demonstration of skills, knowledge, and awareness to serve the unique needs of the cemetery.
Understanding of basic bookkeeping, collections, and accounts receivable principles.
Proven ability to calculate, post and manage accounting figures and financial records.
Experience providing exemplary customer service to internal and external clients, including the ability to effectively interact with the public.
Detail-oriented and organized.
Ability to meet assigned deadlines.
Good oral and written communication skills.
Ability to work both independently and as part of a team.
Understanding and appreciation of the vision and values of a Jesuit Catholic mission.
Organizational skills including time management, multitasking, and project completion.
Proficiency with Microsoft Office, Google products (i.e. Google docs, Gmail, etc.), and an ability and willingness to learn new software as needed.
Demonstrated ability to complete projects from inception to implementation.
Demonstrated ability to cultivate collaborative interpersonal relationships with internal and external constituencies.
Demonstrated ability to work beyond conventional business hours when necessary.
Demonstrated ability to independently carry out tasks of varying complexity.
Demonstrated ability to exercise sound judgment and maintain confidentiality.
Bachelor's degree required or equivalent combination of education and experience.
4 years of accounting and/or bookkeeping experience required and relevant administrative support.

Responsibilities

Process, reconcile and balance daily transactions using the cemetery software program, post receivable and ACH (pre-authorized) payments, and prepare and send billing statements.
Produce daily reports and maintain applicable files and records.
Oversee and assist with phone and walk-in payments as needed.
Establish and manage ACH (pre-authorized) accounts for existing and new financed balances.
Maintain transaction files and receivable records.
Identify all cancelled and declined ACH (pre-authorized) payments and contact customers by phone and in writing to resolve issues.
Proactively identify and update expiring credit card information for ACH accounts.
Notify Superintendent of discrepancies or unresolved issues.
Research past due accounts, contact past due contact customers by phone and in writing, resolve billing discrepancies, collect and process payments, negotiate alternatively payment arrangements, and strive to reduce accounts receivable delinquencies.
Initiate refunds for cancelled contracts and submit these to the Superintendent for processing.
Produce accurate month-end transaction, aging, collection, sales analysis, sales by folio, deferred/realized income, and delinquent receivable activity reports.
Submit these reports to the Business and Finance Manager of the Santa Clara Jesuit Community and the Cemetery Superintendent.
Manage petty cash: obtain cash, disburse funds, get receipts and using Excel, journal entry all transactions and reconcile balances.
Maintain records and submit month-end reports for petty cash.
Develop a systematic process for identifying and tracking fixed assets in collaboration with the Superintendent for financial accounting, preventive maintenance, and theft deterrence.
Assist Superintendent with other tasks and projects as directed.
Process all payable and assign correct accounting codes.
Support the Superintendent with written communications and other administrative functions as needed.
Order operational supplies through Amazon as directed.
Work directly with The Business and Finance Manager regarding bookkeeping and financial matters as directed.
Deposit cash and/or checks to the bank.
Update monthly the Sales Map book.
Produce Cost of Sales Report monthly and submit to the Business and Finance Manager of the Santa Clara Jesuit Community and the Cemetery Superintendent.
Plan, implement, manage, monitor and upgrade the cemetery website.
Manage and update the telephone voicemail greeting using the TPX Communications for holidays, after hours or any changes regarding the cemetery.
Assist Superintendent in managing the calendar.
In the absence of the Superintendent, assign work orders to personnel, create service schedule for cemetery operations, make service assignment change of personnel if necessary, and make minimum viable decisions.
Assign work to staff as needed in the absence of the Superintendent.
Recommend initiatives and implement changes to improve quality and services.
Identify and determine cause of problems; develop and present recommendations for improvement of established processes and practices.
Maintain contact with customers and solicit feedback for improved services.
Maximize productivity through use of appropriate tools; planned training and performance initiatives.
Research and develop resources that create timely and efficient workflow.
Prepare progress reports; inform supervisor of project status; and deviation from goals.
Ensure completeness, accuracy and timeliness of all operational functions.
Prepare and submit reports as requested and required.
Develop and implement guidelines to support the functions of the unit.