Administrative Assistant - Cemetery at City of Denison in Denison, TX

Summary: City of Denison is seeking an Administrative Assistant for their Cemetery Division. The role involves providing administrative, secretarial, and customer service support for daily operations, including maintaining records, processing documentation, and coordinating services. Responsibilities: - 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, disinterments, 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 - 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 - Coordinates and schedules interments, disinterments, memorial installations, and related cemetery services by working closely with funeral homes, families, monument companies, contractors, and cemetery operations staff to ensure accurate and timely service delivery - 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, disinterments, and other cemetery operations while ensuring confidentiality and proper records retention - Researches, compiles, analyzes, and evaluates information to prepare reports, correspondence, operational summaries, statistical data, and other documents to support division operations and management decision-making - 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 - 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 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 Required Qualifications: - Ability to establish and maintain effective working relationships with coworkers, City departments, elected officials, funeral directors, contractors, vendors, and members of the public - Ability to remain composed, patient, empathetic, and professional while assisting individuals experiencing grief or emotional distress - Ability to analyze situations, identify solutions, and make appropriate decisions within established policies and procedures - Ability to maintain regular and reliable attendance - Ability to work independently with minimal supervision while effectively managing daily responsibilities, competing priorities, and changing deadlines - Skill in verbal and written communication, including the ability to explain policies, procedures, and technical information clearly, tactfully, and professionally - Ability to exercise sound judgment, discretion, and diplomacy Required Skills: Records Management, Scheduling, Financial Transactions Processing, Budget Tracking, Notary Public, Cemetery Management Software