Clerical & Admin Specialist I

Clerical & Admin Specialist

NorthStar Memorial Group is seeking a Clerical & Admin Specialist at Chapel of the Chimes in Oakland, CA. Our administrative teams assume the crucial role of ensuring seamless operations throughout every stage of the delicate client family life cycle, from the initial meeting with families, until final arrangements are made. We serve as the cornerstone of our client family support structure, acting as the glue that holds everything together. We are problem solvers and peace-of-mind-providers - we implement checks and balances to maintain consistency and uphold our commitment to care in every interaction.

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. This role is 100% onsite, and the schedule is Tuesday-Saturday 8:30AM-5:00PM. During training period, the schedule would be M-F 8:30AM-5:00PM.

Responsibilities

Contract Processing & Case Management

• 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 write-offs, ensuring compliance with internal approval workflows.
• Maintain complete and compliant digital and physical records for all cases

Financial & Vendor Support

• 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.

Administrative Office Support

• 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.

Qualifications:

• 1+ years of administrative support experience
• Computer knowledge (Windows, MS Word, MS Excel, HMIS, word processing, spreadsheets, database and presentation software)
• Ability to work well in a team-based environment
• Ability to learn new software and conduct new tasks
• Professional communication and organizational skills
• Valid driver's license
• High School Diploma or equivalent

Preferred

• 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.

Compensation of $24-25/hr. DOE

Benefits

• Medical, Dental, and Vision Insurance
• Health Savings Account (HSA)
• Life Insurance
• 401(k) with Employer Matching

We are an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender, gender identity, national origin, disability, or veteran status.