Administrative Assistant (Coroner's Office)

About the company

County of Berks

Government administration · 1,001 to 5,000 employees

What you'll do

• Provides advanced administrative and paraprofessional support directly to the Coroner and Chief Deputy Coroner.
• Coordinates routine administrative operations and assists in ensuring departmental processes are completed accurately and within established timeframes.
• Prepares correspondence, reports, spreadsheets, forms, memoranda, and other departmental documentation.
• Makes travel and lodging arrangements for meetings and conferences.
• Maintains office forms, administrative procedures, files, and document-control systems.
• Manages incoming and outgoing mail.
• Processes invoices, purchase orders, requisitions, payments, deposits, and other financial transactions and documentation.
• Assists with departmental purchasing and procurement processes.
• Assists the Coroner and Chief Deputy Coroner with departmental budget preparation and monitoring.
• Maintains accurate financial records and supporting documentation in accordance with County procedures.
• Monitors financial documentation for completeness and performs appropriate follow-up when information is missing or requires correction.
• Prepares, coordinates, and maintains work schedules for all positions within the Coroner’s Office.
• Performs accounts payable and accounts receivable functions utilizing the County’s Oracle financial system.
• Payroll preparation, review, and related documentation.
• Prepares and processes monthly funeral home billing and maintains associated records.
• Checks requests and expense reports.
• Record requests, scanning, filing, and records management.
• Collection and maintenance of statistical and operational data.
• Website updates, maintenance and administrative communications.
• Tracking county cremations and unclaimed remains.
• Maintains and monitors records of County-authorized cremations, including tracking the status of decedents throughout. the administrative process and ensuring required documentation is completed and maintained.
• Assisting with locating next of kin and coordinating the release of cremated remains.
• Grants research, preparation, tracking, and identification of funding opportunities.
• Assisting grieving families with administrative matters and property release.
• Maintaining confidential personnel, investigative, and administrative information.
• Answers incoming telephone calls and directs calls appropriately.
• Greet and assist visitors to the Coroner’s Office in a professional, courteous, and compassionate manner.
• Completes other duties and responsibilities as assigned.
• Associate’s degree in secretarial science, business, accounting, public administration, criminal justice or closely related field.
• Minimum of four years of experience involving advanced typing and office practices, including use of varied computer applications.
• Experience involving administrative functions, financial processing, record management, customer service, employee scheduling, confidential documentation, grant research, or grant writing preferred.
• Experience working directly with the public in environments requiring discretion, professionalism, compassion, and the management of sensitive or emotionally difficult interactions is preferred.
• Equivalent combinations of education, training, and relevant experience may be considered.
• Valid state-issued driver’s license.
• Demonstrates the ability to effectively assist, communicate with, and manage interactions with grieving families and next of kin, including individuals experiencing significant emotional distress, anger, confusion, frustration, or grief.
• Proficiency in Microsoft Office applications and general computer systems.
• Ability to learn and effectively utilize Oracle and other County or departmental software systems.
• Strong organizational and time-management skills and the ability to work independently with minimal supervision.
• Handles highly sensitive and confidential information involving decedents, families, investigations, medical information, law enforcement matters, financial information, and personnel matters.
• Works independently with minimal supervision while appropriately prioritizing multiple assignments and responsibilities.
• Ability to handle stress.
• Physical presence in the office is required.

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