Administrative Assistant - Cemetery

Description

The Administrative Assistant - Cemetery position provides administrative, secretarial, and customer service support for the daily operations of the Cemetery Division. The primary point of contact serves the public, funeral homes, contractors, and internal departments with exemplary customer service. Duties include coordinating office operations, maintaining records, processing interment and burial documentation, assisting with financial transactions, scheduling services, preparing reports, and supporting operational needs.

Examples of Duties

• Serves as the primary point of contact for the Cemetery Division by providing professional, courteous, and responsive customer service to the public, funeral homes, contractors, vendors, and internal departments.
• Maintains current knowledge of and ensures compliance with applicable federal, state, and local laws, regulations, licensing requirements, industry standards, and City policies governing cemetery operations, interments, disinterment's, records management, and public health requirements through ongoing education, research, and professional development.
• Responds to inquiries regarding cemetery services, policies, procedures, fees, lot ownership, and burial records.
• Provides comprehensive administrative and secretarial support to the Cemetery Manager and Cemetery Division staff, including managing calendars, scheduling appointments and meetings, coordinating travel arrangements, preparing correspondence, and maintaining departmental records.
• Captures, analyzes, and evaluates information to prepare reports, correspondence, operational summaries, statistical data, and other documents to support division operations and management decision-making.
• Processes, prepares, and maintains cemetery documents, including deeds, burial permits, interment authorizations, contracts, work orders, invoices, receipts, and other official records, ensuring accuracy and compliance with applicable federal, state, local, and City regulations, policies, and procedures.
• Maintains accurate electronic and physical cemetery records, maps, databases, and files related to lot ownership, interments, disinterment's, and other cemetery operations while ensuring confidentiality and proper records retention.
• Coordinates Cemetery Advisory Board meetings by coordinating and assembling agenda items, preparing meeting packets and presentation materials, ensuring compliance with applicable deadlines and posting requirements, facilitating meeting logistics, and preparing official meeting minutes and records.
• Captures, analyzes, and evaluates information to prepare reports, correspondence, operational summaries, statistical data, and other documents to support division operations and management decision-making.
• Processes, prepares, and maintains cemetery documents, including deeds, burial permits, interment authorizations, contracts, work orders, invoices, receipts, and other official records, ensuring accuracy and compliance with applicable federal, state, local, and City regulations, policies, and procedures.
• Maintains accurate electronic and physical cemetery records, maps, databases, and files related to lot ownership, interments, disinterment's, and other cemetery operations while ensuring confidentiality and proper records retention.
• Assists customers and guests with funeral and burial arrangements by providing compassionate service, explaining available options, coordinating administrative requirements, and ensuring all necessary documentation is complete.
• Receives, reviews, and processes invoices, payments, purchase requests, and other financial transactions; prepares deposits; assists with budget tracking, expenditure monitoring, and financial reporting in accordance with City policies and procedures.
• Receives and screens office visitors, telephone calls, emails, and other communications; resolves routine issues independently and directs inquiries to the appropriate personnel when necessary.
• Maintains departmental office operations by ordering and managing office supplies, monitoring inventories, organizing files, and tracking projects and assignments to ensure timely completion.
• Serves as a Notary Public for documents related to cemetery operations and other City business as authorized.
• Maintains and updates cemetery management software to ensure accurate records of lot ownership, interments, memorials, and customer information.
• Performs other related duties as assigned.

Ability

• To establish and maintain effective working relationships with coworkers, City departments, elected officials, funeral directors, contractors, vendors, and members of the public.
• To remain composed, patient, empathetic, and professional while assisting individuals experiencing grief or emotional distress.
• To analyze situations, identify solutions, and make appropriate decisions within established policies and procedures.
• To maintain regular and reliable attendance.

Typical Qualifications

• MUST HAVE A HIGH SCHOOL DIPLOMA OR EQUIVALENT
• MUST HAVE A VALID DRIVER’S LICENSE WITH DRIVING RECORD SUITABLE FOR COVERAGE BY CITY’S AUTO LIABILITY CARRIER.
• MUST BE PROFICIENT WITH MICROSOFT OFFICE, WORD, EXCEL, ACCESS, PUBLISHER, ADOBEPHOTO SHOP, POWERPOINT, AND OTHER INTERNET APPLICATIONS.
• Prior EXPERIENCE IN A CEMETERY SETTING.

Physical & Work Environment

• Long periods of sitting while operating a computer terminal including mouse and keyboard.
• Intermittent periods of standing and walking.
• Ability to bend, climb, reach overhead and below should level while performing job duties.
• Ability to step up or down to enter or exit City properties.
• Constant talking, hearing, concentrating, judgment and writing ability.
• Exertion of up to 25 lbs of force.

The City of Denison is proud to offer an array of benefits and wellness opportunities for employees. Click here to learn more.

Employer

The City of Denison

Address

300 W. Main
PO Box 347
Denison, Texas, 75021

Phone

903.465.2720 ext. 2445

Website

http://www.denisontx.gov/jobs