Administrative Assistant Cemeteries

City of Suffolk•Suffolk, VA

About The Position

Under general supervision, performs secretarial and administrative duties for an assigned department head, including preparing correspondence and other documents, researching and providing information about complaints, helping coordinate special events, screening and handling routine inquiries, and maintaining records and files. The position requires independent judgment, discretion, initiative, tact, and courtesy in frequent contact with the public. The Administrative Assistant supports the Superintendent of Cemeteries with daily cemetery operations and administration. The role responds to questions about cemetery lots, interments, records, regulations, procedures, and services; assists funeral homes and families with arrangements; and coordinates information with cemetery maintenance staff. It reads and interprets cemetery maps, plats, lot information, and records to locate graves and burial spaces; performs basic calculations; completes documentation; and maintains confidential cemetery and customer records. The position also assists with cemetery inspections and reports maintenance or safety concerns. The employee answers calls and greets visitors, responds to inquiries based on departmental knowledge, advises the supervisor of complaints and concerns, conducts research, compiles information, and communicates with City staff, vendors, the public, outside agencies, and others to coordinate work and resolve problems. The role may assist with departmental special projects and programs and performs other related duties as required.

Requirements

High school graduation supplemented by vocational or technical courses in computers and maintenance, and 3 to 5 years of experience in grounds maintenance work, including supervisory experience; or an equivalent combination of training and experience providing the required skills, knowledge, and abilities.
Valid driver's license.
Knowledge of the physical location and layout of City-owned property, including rights-of-way and City cemeteries.
Knowledge of grounds maintenance practices, procedures, materials, and equipment.
Knowledge of practices, procedures, equipment, tools, and chemicals used in vector control programs.
Knowledge of occupational hazards and safety precautions involved in grounds maintenance and vector control work.
Knowledge of U.S. Occupational Safety and Health Administration requirements, practices, and procedures for reporting employee accidents or injuries.
Knowledge of principles and practices of supervision, organization, and administration.
Skill in using motorized equipment and hand and power tools used for grounds maintenance, grading, and tree trimming or removal.
Ability to plan and supervise skilled and semi-skilled workers; establish and implement preventive maintenance schedules; and maintain moderately complex records.
Ability to prepare clear, concise, detailed reports on grounds maintenance and vector control operations and inspections.
Ability to inspect contracted work crews for compliance with plans, specifications, and work orders.
Ability to exercise independent judgment and initiative in planning and directing maintenance and repair activities and inspecting completed work for compliance with procedures and specifications.
Ability to use tact and courtesy with suppliers, contractors, municipal departments, department heads, and public officials regarding service requests and complaints, and to maintain effective working relationships.
Ability to compare and judge observable characteristics of data, people, or things against standards.
Ability to speak and signal to convey or exchange information, including giving instructions and assignments to subordinates or assistants.
Ability to read records, invoices, work orders, technical reports, bid proposals, and balance sheets; prepare correspondence, reports, forms, budgets, diagrams, work orders, and bid requests using prescribed formats and appropriate writing conventions.
Ability to speak with poise, voice control, and confidence.
Ability to solve practical problems using rational systems, handle situations with limited standardization, and interpret written, oral, diagrammatic, or schedule-form instructions.
Ability to operate common office equipment, pickup trucks, backhoes, grave probes, tape measures, shovels, picks, and other machinery and equipment.
Ability to exert up to 50 pounds of force occasionally, up to 25 pounds frequently, or negligible force constantly to move objects; physical demand classification is Light Work.
Ability to coordinate hands and eyes rapidly and accurately when using hand tools and to handle a variety of items such as hand tools.
Ability to differentiate between colors and shades of color and inspect items for proper length, width, and shape.
Ability to interact with people beyond giving and receiving instructions and adapt to minimal levels of stress.
Ability to talk and hear, communicate by telephone, record and deliver information, explain procedures, and follow oral and written instructions.
Ability to communicate effectively in Standard English and mechanical terminology.
Ability to use mathematical formulas; perform arithmetic with decimals and percentages; and understand and apply algebra and geometry.

Responsibilities

Assist the Superintendent of Cemeteries with daily cemetery operations and administration.
Respond to questions about cemetery lots, interments, records, regulations, procedures, and available services.
Assist funeral homes and families with cemetery-related arrangements and coordinate information with cemetery maintenance staff.
Read and interpret cemetery maps, plats, lot information, and records to identify and locate graves, lots, and burial spaces.
Perform basic mathematical calculations related to cemetery lots, measurements, fees, records, and other assigned duties.
Complete forms, permits, reports, work orders, and other required documentation accurately and on time.
Maintain and update burial, ownership, lot, interment, and related cemetery records, while maintaining their confidentiality and security.
Assist with inspections of cemetery grounds, burial spaces, monuments, and other cemetery features; report maintenance or safety concerns to appropriate staff.
Answer telephone calls, greet visitors, and receive and respond to inquiries based on knowledge of departmental operations and work status.
Advise the supervisor of complaints and concerns received, as appropriate.
Maintain current knowledge of City policies and procedures and attend workshops and training sessions as appropriate.
Conduct research and compile information for the department as requested.
Communicate with department heads, managers, employees, vendors, other departments, the public, outside agencies, and other individuals to coordinate activities, review work status, exchange information, and resolve problems.
Assist in coordinating departmental special projects and programs.
Perform other related duties as required.