Administrative Support Specialist (Cemetery)

Summary Objective

The purpose of this position is to provide general administrative support to department of Parks & Recreation. Responsibilities include, but not limited to, preparing correspondence, communicating with and greeting vendors/visitors, responding to phone calls and emails, and performing payroll and personnel related duties as directed, with latitude for the use of independent judgement.
This class works under close to general supervision according to set procedures but determines how or when to complete tasks.

Essential Functions

ESSENTIAL FUNCTIONS
The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Answer and direct all incoming calls and welcome all individuals who enter the office. Inform, advise, record, process and follow-up all customer requests/complaints efficiently and expeditiously as received by telephone, email or personally from citizens, elected officials, agencies, City employees and/or clients.
• Prepares correspondence, memoranda, materials, forms, and reports related to cemetery and various parks & recreation operational matters.
• Determine the need of office supplies, equipment, and materials. Replace or purchase new office supplies and equipment as needed.
• Administer cemetery services in accordance with local laws, regulations, and policies, including zoning regulations, burial permits, and safety standards. Includes processing payment transactions for plot sales, memorials, and other services
• Compile and maintain information that may require web researching, gathering, compiling, and updating data and records.
• Prepare reports from general instructions; may be required to tabulate totals and verify figures.
• Enter information in various software programs such has activity registrations and cemetery management i.e. mapping and burial plots
• Gather, compile and process documents required to create purchase requisitions for contracts and incoming invoices and submit to Accounts Payable as is required. Reviews for accuracy.
• Support purchasing requirements for department, researching items and obtaining price quotes, entering information into purchasing systems, receiving purchase orders, and maintaining P-Card information as required.
• Support human resource and payroll processes as primary contact or backup for payroll preparation or certification, leave tracking, appointment papers, and other requirements.
• Provide preliminary payroll for departmental divisions, including hours proof and justification of overtime to the Business Manager for review. Upon Director approval, submit to payroll for processing in a timely manner.
• Respond to and initiate inquiries (questions regarding purchasing, personnel, facilities, administration, specialized programs, etc.). Explain policies, answer questions, and independently resolve problems whenever feasible.
• Arrange and coordinate travel and travel reimbursement for staff
• Perform specialized administrative duties required to support the department, using discretion to make judgments based on operating guidelines.
• Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Typical Qualifications

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:

• High School Diploma or GED equivalent.
• Four (4) years of administrative support or related experience an equivalent combination of education, training and experience.
• Must possess and maintain a valid state driver’s license with an acceptable driving history.

Knowledge, Skills and Abilities, Work Environment and Work Hours

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of standard office practices, procedures, equipment; and administrative support techniques
• Knowledge of Microsoft Office products (Word, Outlook, and Excel) or similar computer software
• Knowledge of department and City rules, regulations, policies and procedures.
• Skill in resolving problems and independent decision making
• Ability to organize and prioritize work, as well as to balance business needs, employee needs, and business risk
• Ability to quickly and independently learn new software
• Ability to multi-task while working with tight deadlines and shifting priorities
• Ability to handle multiple requests from different individuals and departments
• Ability to communicate and deal effectively with the public and other City employees.
• Ability to regularly attend work and arrive punctually for designated work schedule

• Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

• None.