On-Call Staff

Santa Clara University•Santa Clara, CA

1d•$24 - $28

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

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 off 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 and 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

Using the cemetery software program, process, reconcile and balance daily transactions, 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 record s.
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.
Meet as needed to review.
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.
Fixed assets management: In collaboration with the Superintendent, develop a systematic process that identifies and tracks fixed assets for the purposes of 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 (mattresses, cups for memorials, etc.) 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.
Meet as needed to review.
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, he/she would take charge of the following:
Assign work orders to personnel
Create service schedule for cemetery operations
Make service assignment change of personnel if necessary
Make minimum viable decisions
Other duties as assigned.