Administrative Assistant - Transfers

Forest Lawn Memorial Park Association; Glendale (CA); On-site; USD 36,000 - 44,000; Full time

Job summary

Forest Lawn Memorial Park Association in Glendale is seeking an Administrative Assistant to support the Transfer department with data entry, records management, and client communications. You will handle phone calls, draft correspondence, maintain logs, and ensure accuracy of transfer documentation.

Requirements include a high school diploma (associate degree preferred), strong Microsoft Office skills, and the ability to work under pressure and meet deadlines.

Qualifications

• High school diploma or GED required.
• Associate’s degree preferred.
• Notary Public commission preferred.

Responsibilities

• Perform data entry and verification in internal record database for transfers of ownership of cemetery property.
• Prepare property transfer files for verification, including mail-out envelopes and certificates.
• Organize transfer files and ensure copies of original documents are made before mailing.
• Prepare transfer files to be sent to Records Department via internal mail.
• Maintain and check departmental logs for accuracy.
• Answer incoming calls and take detailed messages for the department.
• Transfer calls with details to the Transfer Paralegal or Manager.
• Return calls to client families and obtain additional information as needed.
• Check department voicemails and emails for information.
• Collect department payments submitted by Transfer Paralegals.
• Balance department payments, prepare bank deposits, and cash reports.
• Ensure approved refunds are completed per refund process.
• Distribute department work among Transfer Paralegals.
• Prepare transfer/repurchase files for signature.
• Direct non-Transfer Department calls appropriately.
• Keep Manager informed of departmental concerns.
• Pickup/deliver urgent mail between departments.
• Collect documents and receipts for client payments.
• Maintain confidentiality of department data.
• Maintain inventory and order supplies.
• Keep department suite clean, organized, and secure.
• Travel to Forest Lawn locations to photograph tablets/interment spaces and assist with translations if needed.
• Notarize documents if licensed; may travel to other locations for notarization.

Skills

Data Entry

Customer Service

Telephone Handling

Documentation/Record Keeping

Education

High School Diploma or GED

Associate’s degree preferred

Notary Public commission preferred

Tools

Microsoft Office Suite

Job description

• Base Pay $26.00 - $32.00 / Hour
• Job Category Administrative Support, Data Entry & Records Management, Clerical & Office Operations
• Industry Cemetery & Funeral Services, Real Estate & Property Management, Legal & Document Services
• Employee Type Regular (NE) (FT)
• Required Degree High school
• Travel 10%
• Manage Others No

At Forest Lawn, Glendale, the Administrative Assistant is responsible for providing comprehensive administrative support to the daily operations of the Transfer department. Responsibilities include answering phone calls, drafting and sending correspondence, and maintaining the data entry log, along with other duties as assigned.

What You'll Be Doing

• Perform data entry and verification in our internal record database pertaining to transfers of ownership of cemetery property and ensure data is accurately entered.
• Prepare property transfer files for the verification process, such as preparing mail-out envelopes, printing certificates, and making copies of documents.
• Organize transfer files and ensure copies of the original Transfer Agreement, and/or all other original documents subject to return to client families, are made before mailing originals.
• Prepare property transfer files to be sent to the appropriate Records Department via internal mail.
• Maintain and check all departmental logs for accuracy.
• Answer incoming phone calls and take detailed messages for the department. Answer questions from client families if able.
• Transfer phone calls by providing the client family’s reason for calling and information to the Transfer Paralegal or Manager.
• Return calls to client families in a timely manner to acknowledge their call and obtain additional information a Transfer Paralegal will require from them.
• Check all department voicemails and email information appropriately.
• Collect department payments submitted by Transfer Paralegals.
• Balance department payments, prepare bank deposit slips, bank deposits, and cash reports for the Cashier Department.
• Ensure any approved department refunds are completed in accordance with the refund process.
• Ensure department work is distributed equally among the Transfer Paralegals.
• Ensure transfer/repurchase files are in order for Manager/Executive signature.
• Direct non-Transfer Department calls to appropriate departments and warm transfer.
• Keep Manager informed of any significant departmental concerns.
• Pick-up and deliver urgent mail from and to other departments.
• Collect documents, transfer and receive payments from client families, and properly issue receipts for payments.
• Practice and maintain confidentiality of all material and data handled by the department.
• Maintain inventory, order supplies, and inform the Manager if more supplies are needed for the department.
• Ensure the department suite is clean, organized, secure, and well-maintained.
• Drive to other Forest Lawn locations to take photos of tablets/interment spaces, retrieve records, and assist with translations if bilingual.
• Notarize documents if licensed as a notary public. May need to travel to other Forest Lawn locations to notarize documents as requested.

Requirements

High school diploma or GED required.

Associate’s degree preferred, with a minimum of three years of experience in a customer service or clerical role.

Notary Public commission preferred.

Proficiency in Microsoft Office Suite required.

Ability to interact effectively with client families and coworkers in stressful situations.

Ability to meet strict deadlines and work under pressure.

Availability to work occasional weekends.

Excellent communication and customer service skills.

Forest Lawn takes pride in offering an excellent benefits package to our employees, which taken as a whole, leads our industry and is competitive with the benefits in just about any other industry.

Prior to beginning employment, all job applicants who receive a job offer will be required to voluntarily submit to a drug screening test conducted by a laboratory designated by Forest Lawn. The drug screening method is a hair collection test that will detect the use of illegal drugs within the past 90 days . A positive drug test may result in the withdrawal of the job offer.

E-Verify Statement

Forest Lawn has registered to participate in the federal government’s E-Verify program. With E-Verify we are able to confirm the employment authorization of all newly hired employees through an electronic database maintained by the Social Security Administration and Department of Homeland Security. With respect to new hires, the E-Verify process is completed in conjunction with a new hire's completion of the Form I-9, Employment Eligibility Verification upon commencement of employment. E-Verify is not used as a tool to pre-screen candidates.

Fair Chance Initiative for Hiring Ordinance

Forest Lawn will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.

Summary

Forest Lawn has always attracted unique and exceptional individuals; those who aren’t satisfied with simply building a career, but want to go home at the end of the day knowing they’ve made a profound and positive difference in people’s lives.