Office Manager, Assumption/Calvary Cemeteries, St. Cloud, MN, Posted 4/15/24

Office Manager Assumption/Calvary Cemeteries St. Cloud, Minnesota Full-Time Benefits Eligible Experience: 1-3 years office experience required. Experience in bookkeeping preferred. Education: High School Diploma. GENERAL OFFICE PROCEDURES - Answer phone - Provide hospitality and customer service to all visitors - Respond to questions and issues related to the Rules and Regulation of the Cemetery - Provide maps and directions in regards to interment locations to visitors or phone inquires - Provide information needed to funeral directors or families - Keep calendar updated with scheduled interments and visitors - Keep Grounds Department informed of any changes to schedule - Process income and outgoing mail - Compiling of invoices, ledgers, burial records, burial files - Manage the ordering and inventory of office supplies and order cemetery supplies as requested by the Grounds Department - Keep office clean and presentable (vacuum, dust, collect garbage, chairs orderly) - Keep restroom clean and supplied - Unlock filing cabinets in the morning and lock before leaving for the day - Maintain temperature for comfort during the day and conserve for the evening - Shred confidential documents that are no longer needed - Inform Grounds Department of flower delivery locations - Maintain all forms needed for the cemetery operations OFFICE OPERATIONS - Meet with visitors/clients inquiring pricing and availability of locations - Contact Grounds Department if visitor wishes to look at or pick out a location - If client wishes to purchase follow Sales Checklist to complete and record the sale - When receive request for burial/ interment from funeral home or family follow the Funeral Checklist to complete, and update records - Knowledge of the Minnesota State Statutes regarding cemetery burial rights and be able to inform and explain to the lot owners how the laws pertain to them - Prepare documents needed for lot title changes and Notarize legal documents - Perform cemetery financial transactions including: invoices, receivables, bank deposits - Prepare payroll on biweekly schedule - Scan and email payroll worksheets to Cemetery President for approval - Track employees’ vacation and medical days available - Prepare retirement forms monthly for retirement plan COMPUTER OPERATIONS - Process incoming and outgoing email messages in a timely manner - Search Occupied, Reserved or Vacant burial/interment locations (Software: FileMaker Pro) - Process burial/ interment orders - Enter all sales contract information - Enter invoices and receivables - Update Cemetery Burial Lot information when lot activity occurs - Do daily computer backup - Do security updates and scans - Prepare checks monthly using QuickBooks and have ready for signature - Prepare monthly bank reconciliations - Prepare monthly financial reports for Cemetery President END OF MONTH FINANCIAL - Verify Cemetery census (OCR/VAC/RES) of all interment locations - Verify OCR-preneed totals - Record new census totals - Record General Journal entries in QuickBooks - Check QuickBooks Balance Sheet totals to see if they equal census totals - Find discrepancies if census totals do not equal - Print and double check customer statements and prepare for mailing - Print or copy month end reports for Month End reporting book, including journal entries, profit and loss statements, and bank reconciliations. Supervision: This position does not supervise any employees. Working Conditions: Office setting; fully in person (no remote work). Physical Effort: Ability to lift 5-10 pounds, occasionally make way through cemetery grounds (paved and unpaved grounds).