Office Assistant I, II, III - Veterans Cemetery

General Description

Under general supervision, this position provides administrative and customer service support while performing a variety of clerical duties. The role ensures burial services are carried out with professionalism, compassion, and accuracy. The office assistant plays a vital role in the daily operations of the Veterans Cemetery, serving as a primary point of contact for veterans and their families, visitors, funeral homes, and service providers.

Supervision Exercised

This position exercises no supervision.

Important And Essential Duties

• Perform front office duties, including answering phones, greeting visitors, and assisting the public with information regarding cemetery policies, procedures, and activities.

• Serve as a representative during committal services, ensuring dignified and respectful delivery of service(s).

• Support registration processes and ensure all associated burial processes are completed in a timely and professional manner.

• Utilize the Veterans Administration (VA) Burial Operations Support System (BOSS) to schedule and coordinate interments.

• Maintain accurate and timely filing and storage of records, reports, and documentation.

• Monitor and maintain office supplies and equipment.

• Review and distribute inbound and outbound mail; prepare responses to routine inquiries not requiring supervisory action.

• Receive and address complaints and inquiries, providing information or directing individuals to the appropriate department as necessary.

• Cookordination with the Cemetery Director on office operations and cemetery administrative functions.

• Ensure compliance with Veterans Administration (VA) and National Cemetery Administration (NCA) regulations, policies, and procedures, including those related to data privacy, interment processes, tracking of remains, headstone/marker accountability, and overall cemetery standards.

• Operate a personal or City vehicle for City business.

Office Assistant II

• Advise Office Assistant I on office operations and cemetery administrative functions; assists with or assumes these duties as needed during their absence.

• Coordinate/assist with cemetery volunteer days and special holiday events.

• Determine registration/interment eligibility.

• Process and disseminate daily reports to Texas Veterans Land Board (VLB) representation as necessary.

• Process donations with Texas Veterans Land Board (VLB) On-Site Representative (OSR).

Office Assistant III

• Advise Office Assistant I/II on office operations and cemetery administrative functions; assists with or assumes these duties as needed in their absence.

• Maintain monthly statistical reporting and inventory records related to burial operations and cemetery administrative functions using the Texas Veterans Land Board (VLB) DocuShare system(s) as necessary.

• Utilize the Veterans Administration (VA) Burial Operations Support System (BOSS) to order grave markers, headstones, and niche covers as necessary.

• Maintain Texas Veterans Land Board (VLB) Plot Allowance program using the QuickSubmit application as necessary.

Other Job-related Duties

• Knowledge Of

• Proper English grammar, spelling, and punctuation.

• Office equipment, filing systems, and office procedures.

• Microsoft Operating System (MOS) application(s).

• Skills To

• Type at a speed necessary for successful job performance.

• Operate office and computer equipment.

• Safely operate a motor vehicle.

• Ability To

• Pass a background screening administered by the Department of Veterans Affairs (VA) and obtain a Personal Identity Verification (PIV) access card within ninety (90) days of employment.

Knowledge, Skills, and Abilities

• Proper English grammar, spelling, and punctuation.

• Office equipment, filing systems, and office procedures.

• Microsoft Operating System (MOS) application(s).

• Typing at a speed necessary for successful job performance.

• Operating office and computer equipment.

• Safely operating a motor vehicle.

Essential Duties

• Weekend schedule/overtime as necessary.

• With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday:

• Sedentary – lifting of no more than 10 pounds

• Light – lifting no more than 20 pounds; carrying up to 10 pounds

• Medium – lifting no more than 50 pounds; carrying up to 20 pounds

• Heavy – lifting no more than 100 pounds; carrying up to 50 pounds

• Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds

Physical Demand Codes

• Standing – E

• Sitting – E

• Walking – E

• Lifting – M

• Carrying – M

• Pushing/Pulling – I

• Overhead Work – M

• Fine Dexterity – I

• Kneeling – I

• Crouching – I

• Crawling – M

• Bending – I

• Twisting – I

• Climbing – I

• Balancing – E

• Vision – E

• Hearing – E

• Talking – E

• Other: _____________________