Cemetery Administrator

at  City of Kawartha Lakes

JOB BRIEF

This position attends to the day-to-day needs and business matters relating to Municipal Cemeteries and performs delegated duties and administration of the Act.
Employment Status:

JOB DESCRIPTION

• Sell cemetery plots, create and maintain computerized and paper cemetery records and mapping, coordinate cemetery maintenance and oversee the work of contracted groundskeeper services
• Plan, arrange, attend and stage Decoration Day Services
• Prepare, authorize and sign on behalf of the municipality Interment Rights contracts and certificates
• Negotiate or provide instruction to interment rights holders to facilitate resale of interment rights to cemetery or third parties, and prepare documents to comply with legislation
• Schedule interments coordinated with families, funeral directors and ground maintenance
• Make all necessary arrangements with contractor/gravedigger for the provision of grave opening and closing services and ensure that interment services are provided to a satisfactory standard
• Make arrangements regarding the mounting or installation of plaques, markers, foundations and monuments ensuring the correct location on the lot or plot
• Seek legal and insurance advice as required in conjunction with Manager/Director
• Schedule and attend appointments and meetings in the course of business as required
• Prepare cemetery quarterly statistical reports for Manager
• Prepare and disseminate Cemetery Board Agenda attends meetings, prepares and presents reports and memoranda, accurately records cemetery minutes and circulates including follow up if applicable
• Attend cemeteries as required to verify lot locations, update mapping and confirm customer needs, accurately mark out and stake grave for opening, wearing PPD’s as applicable
• Assist in the preparation and monitoring of cemetery operating and capital budgets
• R eview incoming cemetery related correspondence, obtain background information and respond directly or forward on to the appropriate staff as required
• Assist the public with genealogy searches as requested
• Assist private cemetery operators with transfer of abandoned cemeteries, analysis of assets and liabilities, and prepare required reports to Council and Ministry to satisfy policy and legislation Prepare Cemetery By-laws and schedule of fees for Council
• Author reports to Council as applicable to legislation or upon request of Manager/Director
• Prepare annual reports required for The Ministry of Consumer Services; proof read for accuracy, grammatical errors and completeness and sign on behalf of the Corporation
• Maintain paper and electronic filing systems and the maintenance of confidential files in accordance with corporate policy and Ministry regulations
• Provide information in response to requests from the public and provides information requiring varying degrees of research and personal contact relating to Cemetery Services
• Occasional assistance with Service Administration duties in the Service Centre time permitting
• Availability after-hours for families/Funeral Directors related to urgent at- need services and supplies
• Regular travel to various work locations is required to fulfill the job duties of the position
• Perform other related duties as assigned

SKILLS/EDUCATION REQUIRED

• Post-secondary diploma in Office Administration, Municipal Administration or a related field
• Minimum 3 years of related progressive experience, preferably in a municipal cemetery administration environment
• Experience in a municipal office environment with multi-service provision knowledge will be an asset
• Must be committed to fulfilling any training and licensing requirements legislated by provincial cemetery regulations under the Act
• Excellent leadership, administration, interpersonal and communication skills with a proven focus on customer service, complemented by superb organization, team building and multi-tasking skills
• Ability to demonstrate initiative consistently with commitment to quality improvement, sharing process improvement initiatives with management
• Demonstrated professional and ethical responsibility to protect privacy, use confidential information appropriately, treat sensitive situations with appropriate degree of tact and discretion
• Must be able to handle a high degree of stress when coordinating burials and comforting grieving families
• Ability to effectively resolve problems/complaints while maintaining composure regardless of the demands of the environment
• Excellent oral communication and strong interpersonal skills to deal with members of the public, staff, council and senior government; excellent written communication skills; attention to detail and accuracy
• Outstanding customer-service skills with demonstrated ability to ‘make a difference’ in a customer’s/peer’s day
• Excellent time-management skills with the ability to prioritize workload and meet deadlines, and the ability to deal with multiple demands
• Excellent written communication skills with attention to detail and accuracy
• Excellent organizational and administrative skills with the ability to work independently and in a team environment
• Ability to demonstrate initiative consistently with commitment to quality improvement
• Demonstrated ability to understand and abide by municipal policies and procedures
• Must have current First Aid, CPR Certification and WHMIS training
• Demonstrated proficiency in Microsoft Office, the internet, and any other related software
• Upon a conditional offer of employment, a Criminal Record Check will be required

Please refer the Job description for details