Administrative Assistant - Part Time

Salary: $24.40 Hourly
Location : City of Waukesha -CEMETERY OFFICE 605 S. Prairie Avenue Waukesha, WI
Job Type:Part Time
Job Number: 24-00545
Department: Cemetery
Opening Date: 02/06/2024
Closing Date: Continuous
This is administrative and clerical work involving the management of the general office duties of the Department, and may also include working with the public in the sale of cemetery products and services, escorting funerals to gravesites, and supervising burials, interments, entombments and inurnments.
Salary range starting at $24.3956 hourly
Schedule: Monday - Friday, 20 hours per week, exact shift flexible/TBD, occasional Saturdays required
Tentative Interview Dates:TBD
Tentative Start Date: TBD
Explore the City of Waukesha benefit information at:
Essential Job Functions The job functions listed herein are neither exclusive nor exhaustive but are intended to be illustrative of the types of tasks the employee will most likely be expected to perform on a regular basis. The employee may be asked to perform different or additional tasks than the ones listed here, as the needs of the employer and/or the requirements of the position change.

• Greets and directs visitors, answers telephones, processes mail, and provides other clerical duties.
• Works with funeral homes and families to make arrangements for burials; prepares burial orders and other required paperwork.
• Processes foundation and inscription permits and payments; completes work orders for grounds crew; creates maps for the monument dealers.
• Processes receipts, accounts receivable and accounts payable; creates invoices and tracks payments; prepares related reports; responds to billing-relating inquiries.
• Prepares letters, correspondence, reports, and other documents as requested.
• Maintains files and electronic filing system of department records, forms, correspondence, and reports, including confidential information, in a secure and organized system; answers inquiries and provides copies of documents as needed.
• Maintenance of cemetery databases.
• Updates files and software with property sales, cancellations, transfers, exchanges, interment rights and burials; requests, tracks and distributes burial rights; completes and tracks deeds.
• Orders and maintains office supplies.
• Assists with mailings for seasonal flowers and wreath orders; tracks orders and prepares customer list for grounds crew.
• Assists with special events and prepares communication materials as assigned.
• Transcribes Cemetery Commission minutes and posting of agendas.
• Follows department record retention and destruction policies.
• Directs and administers to the business needs of visitors, customers and vendors while providing responsive, efficient, and courteous customer service.
• Host chapel services.
• Assist Director as necessary.
• Performs related duties as assigned.

Graduation from high school or equivalent and additional college coursework in business administration and at least 6 years of experience in an office environment; or any equivalent combination of training and experience which provides the following knowledge, ability, and skills. Occasional Saturdays required and must be flexible to work hours for other Admin vacations.
Knowledge of

• General office procedures
• Microsoft Office Suite
• The use of computers and standard office equipment.
• Business English (spelling, punctuation, grammar, format and tone).
• Cemetery practices and procedures preferred, but not required.
• Cemetery and accounting software programs a plus.

Ability to

• Understand and follow directions.
• Learn and understand cemetery procedures and policies.
• Multi-task and manage details efficiently.
• Organize and prioritize workload.
• Work independently with minimal supervision.
• Use and understand maps and cemetery plat sheets.
• Establish and maintain effective working relationships with supervisors, coworkers, customers, vendors, and the public.

Skill in

• Various computer software applications, including proficiency in Excel
• Oral, written, and electronic communications.
• Organization and attention to detail.
• Public presentations.
• Dealing with others in a tactful, compassionate, and respectful manner.

Necessary Special Requirements

• Possession of a valid Wisconsin driver's license;
• Ability to pass a drug screen and criminal background check.

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

• Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment.
• Specific vision abilities required by this job include close vision, prolonged visual concentration and the ability to adjust focus.
• The employee performs some outdoor activities and may be exposed to adverse weather conditions such as heat, cold, wetness and humidity.
• While performing the duties of this job, the employee frequently is required to stand and talk or hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms.
• The employee is occasionally required to walk; sit; climb or balance.
• The employee must occasionally lift and/or move up to 25 pounds.

The City of Waukesha is an Equal Opportunity Employer
Pro-rated vacation, sick and holiday pay.

• Vision
• AFLAC
• Short Term Disability
• Long Term Disability
• Deferred Compensation - 457(b) Plan

01
Have you received a high school diploma or equivalent?

• Yes
• No

02
Are you proficient in Microsoft Outlook, Excel, and Word?

• Yes
• No

03
Do you have at least 6 years of experience in a clerical or Administrative Assistant role?

• Yes
• No

04
Have you taken any coursework/training in business administration or related field? If yes, please describe. If no, put NA.
05
Briefly describe your experience working in a support role in an office environment.
06
Briefly explain what interests you about working at a cemetery.
Required Question