Clerical and Administrative Specialist

nsmg; Hayward (CA); On-site; USD 25,000 - 28,000; Part time

Job summary

NorthStar Memorial Group is seeking a Part-Time Clerical & Admin Specialist in Hayward, CA. The role focuses on supporting administrative operations across the client-family lifecycle, from initial meetings to final arrangements.

Key duties include maintaining master files in HMIS, handling a high-volume phone system, ensuring invoices are coded for accounts payable, and assisting with leadership material orders such as brochures and name badges.

Qualifications

• High School Diploma or equivalent required.
• 1+ years of administrative support experience.
• Proficient with Windows and MS Office suite (Word, Excel).
• Familiarity with HMIS or similar database systems preferred.

Responsibilities

• Maintain master files including creating, copying, merging and scanning into HMIS.
• Operate a telephone system handling a high call volume.
• Ensure invoices are accurate and coded before forwarding to AP.
• Assist with preparing and ordering materials for leadership (brochures, business cards, badges, etc.).

Skills

Professional communication

Organizational skills

Team player

Adaptable to 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 Part-Time Clerical & Admin Specialist at Chapel if the Chimes Hayward. 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.

Responsibilities

• Maintain Master files (e.g. creating/providing copies, merging/duplicating, keeping track, and scanning master files into HMIS.)


• Operate a telephone system handling a large call volume


• Ensure that all invoices are double-checked for accuracy and coded before being forwarded to the accounts payable department


• Assist with the preparation and ordering of materials needed by leadership such as park brochures, business cards, name badges, training materials, etc.

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

Compensation

• $18-20/hr.

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.