Job ID #32146: Cemetery Services Coordinator

City of Hamilton•Hamilton, ON

10d•CA$35 - CA$38•Onsite

About The Position

The City of Hamilton is seeking a Cemetery Services Coordinator to co-ordinate the completion of all cemetery customer contracts for services and supplies, as required by provincial legislation. This role involves coordinating arrangements, verification, recording, and summarizing of interments, dis-interments, markers, and foundations. The coordinator will be responsible for data entry into cemetery management software and opening/closing operational work orders. The position reports to the Cemeteries Administrative Supervisor.

Requirements

Previous business office experience in a customer service capacity related to duties listed above normally acquired through a combination of education and work experience.
Previous experience working in Cemeteries with a good understanding of Cemeteries legislation, Acts, by-laws, policies and procedures.
Excellent people skills and experience with an emphasis on direct customer service role in a diverse bereaved environment that includes multi-racial, multi-ethnic, multi-lingual and multi-religious families.
Demonstrated experience and understanding of accounting principles.
Demonstrated experience working in a computerized environment. Must possess excellent computer skills with above-average knowledge of MS Office Software with special emphasis on Access and Excel. Demonstrated ability to quickly and accurately input data.
Must be proficient in Business English, grammar and spelling. Must possess good organization and time management skills as well as strong verbal communication and good telephone etiquette.
Demonstrated ability to work well with the public in person and on the phone in a professional manner and with empathy (proven ability to deal with people facing difficult situations ie., bereaved families).
Demonstrated ability to work independently and in a team environment as well as demonstrating excellent tact, judgment and responsibility in a busy bereaved environment.
Must be flexible in work schedules and available to work overtime and (some) Saturdays.
Must possess initiative, good judgement and the ability to provide guidance and take leadership role when necessary.
Demonstrated ability to respond promptly to customer needs.

Nice To Haves

Previous experience with HMIS (Hanlon Management Information System) / EAM (Enterprise Asset Management).

Responsibilities

Co-ordinate completion of all cemetery customer contracts for services and supplies provided to the public as required by provincial legislation.
Co-ordinate the arrangements, verification, recording and summarizing of all interments and dis-interments, markers and foundations.
Responsible for inputting all data on cemetery management software.
Open and close of operational work orders.
Receive the public, answer questions and complete cemetery customer contracts from families attending the Cemeteries Business Office.
Receive and answer all cemetery-related telephone enquiries.
Provide detailed explanation of terms and conditions of customer contracts as required by provincial legislation.
Explain all Care and Maintenance Trust Funds, Cemetery By-laws and provincial legislation.
Co-ordinate and finalize details of burials, marker and foundation installations, pre-need arrangements, prepayment plans and record any and all requests.
Accept payments for supplies and services and reconcile charges for each cemetery supply and service provided and amount of payment made by Debit, Credit or Cheque.
Interact appropriately with other Divisions (i.e.., Special Income), government agencies and organizations to arrange burials, marker and foundation installations, disinterments, etc.
Provide detailed explanation of services to enquiring public.
Respond to family requests to research family history by reviewing information from records.
Receive and answer customer enquiries from public, funeral homes, other government agencies and staff.
Compile and maintain statistical information.
Compose correspondence for both internal and external distribution.
Process and maintain all cemetery files, lot owner information, burial information, marker and monument information on computer and hard copies.
Work in accordance with the provisions of applicable Health & Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health & Safety.
Prepare Work Orders for operational staff, including interments, foundations, and all requests from family’s.
Perform other duties as assigned which are directly related to the major responsibilities of the job.