Administrative Assistant (Coroner's Department)

COUNTY OF BERKS • Reading, PA • 4h ago

POSITION SUMMARY:

Performs advanced paraprofessional and administrative office work in direct support of the Coroner and Chief Deputy Coroner. This position is responsible for coordinating and managing the day-to-day administrative functions of the Coroner's Office, managing confidential records and documentation, coordinating employee scheduling, performing financial and record-management duties, assisting with County cremation and next-of-kin processes, researching and pursuing grant and alternative funding opportunities, providing direct assistance to grieving families, and ensuring the timely and accurate completion of departmental processes with minimal supervision.

Due to the sensitive nature of the Coroner's Office, this position requires a high degree of professionalism, discretion, confidentiality, accuracy, organization, initiative, compassion, sound judgment, emotional maturity, and the ability to work independently. Compassionately assist and manage interactions with grieving families and next of kin, including significant emotional distress, anger, confusion, frustration, or grief.

POSITION RESPONSIBILITIES:

Essential Functions

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.

Assists with departmental purchasing and procurement processes.

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.

MINIMUM EDUCATION AND EXPERIENCE:

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.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES:

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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