Office Manager

$28.03- $33.65 ; Compensation will be based on education, experience, skills relevant to the role and internal equity

A. POSITION PURPOSE

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.

B.ESSENTIAL DUTIES AND 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.

C.   PROVIDES WORK DIRECTION

Assign work to staff as needed in the absence of the Superintendent.

D.   GENERAL GUIDELINES

Recommends initiatives and implements changes to improve quality and services. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices. Maintains contact with customers and solicits feedback for improved services. Maximizes productivity through use of appropriate tools; planned training and performance initiatives. Researches and develops resources that create timely and efficient workflow.  Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions. Prepares and submits reports as requested and required. Develops and implements guidelines to support the functions of the unit.

E.   QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the 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.

1. Knowledge

• 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.

2. Skills

• 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.

3. Abilities

• 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.

4.Education

• Bachelor's degree required or equivalent combination of education and experience

5.Years of Experience

• 4 years of accounting and/or bookkeeping experience required and relevant administrative support

F.   PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities.  A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

• Considerable time is spent at a desk using a computer terminal.

• May be required to travel to other buildings on the campus.

• May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.

• May be required to occasionally travel to outside customers, vendors or suppliers.

G.   WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

• Mostly indoor office environment with windows and restrooms.

• Offices with equipment noise.

• Offices with frequent interruptions.

• Potentially stressful and emotionally charged situations.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws.  For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at  https://www.scu.edu/title-ix/. 

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please visit the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities.  Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at [email protected] or by phone at (408)554-4392. Please note: This contact information is intended for accommodation requests only. Resumes or inquiries about application status sent to this inbox will not be reviewed or forwarded. For resumes or questions regarding application status, please contact [email protected].