Clerical & Admin Specialist I

nsmg; Oakland (CA); On-site; USD 33,000 - 34,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Health Savings Account (HSA)

Life Insurance

401(k) with employer matching

Job summary

NorthStar Memorial Group's Chapel of the Chimes in Oakland, CA, seeks a Clerical & Administrative Specialist to support both funeral and cemetery operations with precision and compassion. You will handle contracts, financial records, and vendor invoices while maintaining patient confidentiality and aiding families.

This 100% onsite role runs Tue-Sat 8:30AM-5:00PM, with training initially Mon-Fri 8:30AM-5:00PM. You’ll balance back-office duties with frontline service.

Qualifications

• 1+ years of administrative support experience.
• Computer knowledge (Windows, MS Word, MS Excel, HMIS, databases).
• Ability to work well in a team-based environment.
• Ability to learn new software and tasks.
• Professional communication and organizational skills.
• Valid driver's license.
• High School Diploma or equivalent.

Responsibilities

• Accurately post Pre-Need funeral contracts and track documents.
• Process At-Need amendments, pricing, and updates.
• Issue refunds following company protocols.
• Prepare write-offs with proper approvals.
• Maintain complete digital and physical records.
• Answer calls, greet families, and assist onsite.

Skills

Administrative support

Teamwork

Communication skills

Learning new software

Education

High School Diploma or equivalent

Tools

Windows

MS Word

MS Excel

HMIS

Word processing

Spreadsheets

Database software

Presentation software

Job description

NorthStar Memorial Group is seeking a Clerical & Admin Specialist at Chapel of the Chimes in Oakland, CA . Our administrative teams assume the crucial role of ensuring seamless operations throughout every stage of the delicate client family life cycle, from the initial meeting with families, until final arrangements are made. We serve as the cornerstone of our client family support structure, acting as the glue that holds everything together. We are problem solvers and peace-of-mind-providers - we implement checks and balances to maintain consistency and uphold our commitment to care in every interaction.

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 of $24-25/hr. DOE

Benefits

• Medical, Dental, and Vision Insurance
• Health Savings Account (HSA)
• Life Insurance
• 401(k) with Employer Matching

We are an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender, gender identity, national origin, disability, or veteran status.