Administrative Assistant (Coroner's Department)

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.
• Make travel and lodging arrangements for meetings and conferences.
• Maintains office forms, administrative procedures, files, and document-control systems.
• Mange 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.
• Check 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.
• Grant 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.
• Complete 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.

PHYSICAL DEMANDS:

Work involves standing, walking, sitting, lifting, carrying, talking, hearing, using hands to handle, feel objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus. The employee must occasionally lift and/or move up to 40 pounds a distance of 15 feet or less.

WORKING ENVIRONMENT:

Normal cubicles and individual office environment. Work is primarily performed during regular business hours; however, occasional evening or weekend work may be required based on the department’s needs. Travel within the assigned service area may be required. The position may require working in moderately noisy to loud environments, including cubicles and communal workspaces, and participating in frequent collaborative team meetings. The work environment may include a fast-paced setting with frequent interruptions, changing priorities, and interactions with employees, the public, and other stakeholders.

This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position and may be changed where appropriate.