ABOUT THE ROLE: 

The Department of Public Works is a 250-person department committed to providing dependable, high-quality services; developing a safe, healthy, livable environment; supporting and developing the work force; engaging the community and providing excellent customer service; and planning for a sustainable future. The Administrative Assistant for the Cemetery provides administrative and clerical support to the Cemetery Division. The Cemetery Division is responsible for gravesite preparation, burial services, landscaping, maintenance, and customer service at the Cambridge Cemetery's 66-acre site on Coolidge Avenue.

Overall, the person in this position performs assigned administrative duties requiring a high degree of decision making and knowledge of services provided by Cemetery Division and the Department of Public Works.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serve as the Cambridge Cemetery point of contact for all visitors and callers.

• Answer questions from the public, funeral directors, vendors, contractors, DPW employees or other City departments, via phone calls, radio calls, and emails.

• Help plan and support burials, including coordinating with Cemetery staff and funeral directors; initiating calls to vault companies; looking up and assigning lots/grave locations; communicating with monument dealers about stone or foundation requests; and processing burial permits and interment orders.

• Complete all burial-related recordkeeping, utilizing computer applications as well as paper records.

• Process burial payments, including checks, issuing receipts for fees rendered and related banking necessities.

• Work with vendors for quotes on Cemetery contracts.

• Order supplies and coordinate deliveries.

• Manage all office administrative functions, including invoicing, data entry, typing, filing, ordering supplies, accounts receivable, accounts payable, personnel records, payroll, generating reports, and researching genealogy records.

• Receive and direct telephone calls and help monitor the Public Works main switchboard as needed.

• Coordinate individual projects with other DPW Divisions as directed.

• Participates in emergency operations as needed (subject to overtime rules), particularly those related to snow and other storms, including providing information and assistance to the public during these events and facilitating communication between the public and department staff.

• Perform other related duties or responsibilities as assigned.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM REQUIREMENTS:

• High School Diploma or equivalent.  Two-year associate’s degree preferred.
• Minimum of 1 year of relevant work experience.     
• Experience in payroll administration, budgeting, general accounting principles, and data entry.
• Working knowledge of Microsoft Office suite. The City may require that the successful candidate take and pass a computer skills proficiency test in Microsoft Outlook, Word, and Excel at hire or within 12 months of hire.
• Ability to communicate effectively and professionally with management, funeral directors, vendors, employees and residents.
• Must be customer service oriented, reliable, committed, and able to take initiative   
• Must be available to work overtime as needed.

PHYSICAL DEMANDS:   The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls and reach with hands and arms; lift and/or move up to 20 pounds; have sufficient clarity of speech and hearing or other communication capabilities which permits the employee to communicate effectively; have sufficient vision or other powers of observation which permits the employee to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

WORK ENVIRONMENT:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. General office environment with air conditioning and fluorescent lighting.  Noise level can be high when the office is active with many phone calls. Tools/equipment used include phone, personal computer, printer, copy machine, fax machine.

REQUIRED DOCUMENTS:

Please upload the following documents to complete your application.

• Resume
• Cover letter