Job Title: Administrative Assistant
Reports To: Administrator
FLSA Status: Non-Exempt
Approved By: Owner
Approved Date: 8/2024
Job Description
Work with families and staff to ensure accurate data entry for all death records with the State of Florida. Answer incoming calls, route calls to proper staff and answer questions for clients.
Education and/or Experience
High School Diploma or Equivalent.
Required Credentials
Valid Drivers License.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Must be 18 years or older and possess a valid driver’s license
Must be proficient with computer and technology use
Must be proficient with Word and Excel
Must speak and write English fluently
Must possess the ability to maintain workflow
Must be able to commit to a regular work schedule
Essential Duties and Responsibilities
Essential duties and responsibilities including but not limited to the following as well as any other duties as assigned by supervisory staff.
Attends work consistently as scheduled and is punctual.
Complete and maintain records such as state-required documents, tracking documents, and inventory.
Complete and update State records to file and obtain certified death certificates.
Communicate with clients to verify and obtain necessary information relating to the death record (i.e. FRS)
Communicate with Doctors and hospital staff to verify and obtain necessary information relating to the death record (i.e. attestation)
Update client case files
Upload pre-need contracts
Performs clerical duties as needed such as data entry, filing, photo-copying, and answering phones.
Exhibits professional communication skills when interacting with customers, vendors, supervisor, peers, etc.
Travel as requested to drop off and pick up items or documents as needed.
Ensures paperwork is filed in a timely and orderly manner in compliance with State guidelines.
Work closely with administrator to ensure general operations are running smoothly.
Supervisory Responsibilities
N/A
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand; walk; sit; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and talk or hear. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.
Work Environment:
The primary work location for Neshama JFS LLC is 4213 N Federal Highway Pompano Beach FL 33064.
Neshama JFS LLC maintains a workspace that is unique. It comprises of office settings, public assembly areas, warehouse, and body handling areas. As such, safety is paramount and must be always adhered to. We ask that all employees contribute to the professional and caring feel that our facilities portray.
Competencies
To perform the job successfully, an individual should demonstrate the following competencies:
Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings.
Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information.
Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment;
Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions ; Uses equipment and materials properly.
Adaptability - Adapts to changes in the work environment; Able to deal with frequent change, delays, or unexpected events.
Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals.; Completes tasks on time or notifies appropriate person with an alternate plan.
Initiative - Volunteers readily; Asks for and offers help when needed.
Language Skills
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.