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Qualifications
The Cemetery Administrator should have good communication skills to greet callers and welcome visitors to the Parish Cemetery office. The cemetery office uses a proprietary software for operations. Training will be provided for the software platform. General familiarity and comfort with using a database is important. He/she should be competent with the following computer programs: Microsoft Word and Excel. The person should be able to prioritize responsibilities and fulfill tasks in a timely fashion, and interact with other departments within the Parish in a cooperative and professional manner.
Role of the Cemetery Administrator
The Cemetery Administrator is responsible for coordinating the business of the Cemetery office with the Cemetery Maintenance Company. The Cemetery Administrator reports to the parish Business Manager.
Responsibilities
The Cemetery Administrator (Part-Time):
- Adheres to and enforces all cemetery rules and regulations
- Assists parishioners, grave owners and other clients with funeral arrangements that include purchasing new graves, processing a funeral, receiving and executing funeral orders, looking up graves, and processing necessary paper work. This information is updated and added to the computer file cards, maps and record books as appropriate.
- Answers phone calls and assist callers with questions, concerns or complaints.
- Documents and tracks concerns and complaints for resolution and follows up with customers as necessary.
- Keeps Pastor and Business Manager informed of unusual or continuing problems.
- Interacts with the Cemetery Management Company on a daily basis.
- Communicates with funeral homes, monument companies and other organizations as necessary.
- Prepares the weekly schedule of funerals.
- Maintains the cemetery maps and other record keeping item with accuracy.
- Maintains burial and ownership records.
- Verifies all burial information before graves are open.
- Annotates daily burial information in burial book.
- Reviews Lot Owner Burial/Next to Kin Burial Authorization before burial and at the point of burial with presentation of deed or Affidavit of Authority from funeral director.
- Verifies all monies for proper amount and notes in Excel payment record. Transports payments and record of same to Parish Business Manager at the end of each week, along with other business documents including new deeds for Pastor's signature.
- Prepares funeral packages for clients including signed deeds.
- Conducts a monthly audit of burial documentation.
- Ensures all burial documents are executed and filed properly.
- Approves monument and inscription requests after verifying grave location and data to be inscribed. Refers questionable request to Business Manager for approval or denial.
- Maintains office supplies and replenishes as necessary.
- Processes and places Temporary Markers and ensures correct payment and notation of the same.
- Gathers proper documentation for selling back graves to cemetery and transports this information weekly to the Business Manager. Notes availability of these graves for resale once processed.
- Orders government memorials from Veterans Administration as requested by families.
- Ensures military flag markers and flags are available to families. Contracts local American Legion Outpost for supplies.
- Prepares burial and other reports as requested by Business Manager.
Work Situation
- Maintains a part-time schedule of 6 to 10 hours per week depending on the schedule. Regular Office hours are - Monday to Friday, 9:00 a.m. to 3:30 p.m. and Saturday 9:00 a.m. to 11:30 a.m.
- Provided with adequate work space.
- Compensation and benefits are arranged separately.
Agreement of Service
The job description needs to be flexible in order to enable the pastor to design the position according to the needs of the Parish Cemetery. The job description is to be reviewed annually.