Office Assistant – Cemetery (P/T)

Title: Office Assistant (Part-Time)

Department: Parks & Recreation

Rate of Pay: $15.00/hour

Description

This position performs responsible administrative and clerical work in support of the Parks and Recreation divisions of Urban Forestry and Cemeteries. Responsibilities include providing exceptional customer service, maintaining organized records and filing systems, processing payments, answering telephones, coordinating administrative activities, and ensuring accurate completion of office documentation.

The Office Assistant serves as one of the first points of contact for the public and must consistently demonstrate professionalism, patience, courtesy, and sound judgment when assisting citizens, vendors, contractors, funeral homes, community organizations, elected officials, and City staff. The position requires strong organizational skills, attention to detail, accountability, and the ability to maintain complete and accurate records while managing multiple priorities.

Work is performed under the supervision of the Cemetery Division Manager. Urban Forestry Division Manager and the Department Director. The employee is expected to exercise independent judgment within established City policies and procedures while maintaining confidentiality and accountability for assigned administrative responsibilities. Employees handling City funds must be bondable.

Examples of Work

• Provides administrative support for division operations.
• Greets visitors and assists customers professionally in person, by telephone, and through written correspondence.
• Answers multi-line telephone systems, directs calls appropriately, and maintains accurate records of customer inquiries and requests.
• Maintains organized filing systems, records, contracts, permits, lease agreements, cemetery records, work orders, registrations, and other departmental documents.
• Processes registrations, payments, receipts, deposits, and other financial transactions accurately and in accordance with City procedures.
• Maintains detailed and accurate documentation of office activities, customer interactions, correspondence, and telephone communications.
• Assists with scheduling appointments, meetings, cemetery services, and other departmental activities.
• Coordinates communication with vendors, contractors, funeral homes, monument companies, vault companies, community organizations, and City departments as needed.
• Prepares correspondence, reports, spreadsheets, forms, and other administrative documents.
• Enters, updates, and maintains information in departmental databases and record management systems.
• Assists in maintaining confidential records and ensuring accuracy of all departmental files.
• Operates standard office equipment including computers, copiers, scanners, printers, calculators, and telephone systems.
• Communicates effectively with supervisors, coworkers, elected officials, and the public both verbally and in writing.
• Demonstrates patience, professionalism, and excellent customer service when responding to complaints, answering questions, and resolving routine issues.
• Meets established deadlines while maintaining a high level of accuracy and organization.
• Performs other related duties as assigned.
  
  

Knowledge, Skills And Abilities

• Strong organizational skills with exceptional attention to detail.
• Ability to maintain accurate records, files, and documentation.
• Excellent written and verbal communication skills.
• Ability to provide courteous, professional customer service, including during difficult or stressful interactions.
• Ability to prioritize multiple assignments while meeting deadlines.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and other office software.
• Ability to learn department-specific software and record management systems.
• Ability to operate standard office equipment.
• Ability to work cooperatively with coworkers, City staff, vendors, and the general public.
• Ability to independently complete routine administrative tasks while following established policies and procedures.
  
  

Minimum Qualifications

• High School Diploma or GED equivalent.
• Minimum of two (2) years of administrative, clerical, customer service, or office support experience preferred.
• Proficiency in Microsoft Office applications; typing proficiency of at least 40 words per minute preferred.
• Must possess and maintain a valid Mississippi Driver’s License.
• Must be bondable if assigned responsibilities involving the handling of City funds.
  
  

Physical Requirements

Work is primarily performed in an office environment with occasional outdoor responsibilities. Duties require prolonged sitting, standing, walking, bending, filing, lifting office materials weighing up to 25 pounds, and frequent use of computers, telephones, and other office equipment. The position requires sufficient vision, hearing, and manual dexterity to perform administrative duties effectively.