Clerical & Admin Specialist I

Job Description

Job Description

Our Mission: Care. Comfort. Plan.

Chapel of the Chimes Oakland is looking for a Clerical and Administrative Specialist I to join our team in Oakland, CA where we offer a passionate and purpose-filled work environment.

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 range of $24-25/hr. DOE

Benefits

• Medical, Dental, and Vision Insurance
• Healthcare Spending Account (HSA)
• Life Insurance
• Short Term Disability / Long Term Disability
• Employee Assistance Program (EAP)
• 401(k) Savings Plan

Chapel of the Chimes Oakland is one of the Bay Area's most distinctive and historic places of remembrance. Founded in 1909 and expanded through the visionary work of renowned architect Julia Morgan, the facility blends timeless architectural beauty with a peaceful atmosphere designed for reflection and tribute. Featuring soaring ceilings, abundant natural light, and thoughtfully crafted spaces influenced by both Parisian design and the contributions of Frank Lloyd Wright protégé Aaron Green, Chapel of the Chimes provides a truly unique setting for honoring life's lasting legacies. Joining our team means becoming part of a storied tradition of service, heritage, and compassionate care that has supported generations of families.

Chapel of the Chimes Oakland is part of the NorthStar Memorial Group family of properties. Voted one of 2026’s USA Today Top Workplaces, NorthStar Memorial Group is a privately held company that offers opportunities for growth with a broad network of support, while keeping the intimacy and personal impact you have at an independently owned property.

We are an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.