What are the responsibilities and job description for the Administrative Assistant position at City of Cambridge, MA?
DUTIES AND RESPONSIBILITIES: The Administrative Assistant will provide administrative and clerical support to the Superintendent of the Cambridge Cemetery as well as all other Cemetery Division staff. 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.
The primary responsibility of this position is to serve residents and coordinate with funeral directors to effectively support burials and related Cemetery operations. This includes responding to inquiries about setting up burials, checking grave lots, researching genealogy records, and issuing receipts for fees rendered. The ideal candidate will be a personable and organized individual who is courteous, pleasant, and able to deal professionally with the diverse general public.
The Administrative Assistant will perform the following duties:
- Serve as the Cambridge Cemetery point of contact for all visitors and callers.
- Interact with funeral directors.
- Help plan and support burials, including 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.
- Actively coordinate burial activities and information with Working Supervisor using two-way radio communications.
- Complete all burial-related recordkeeping, such as printing and filing burial cards chronologically, and maintaining an access database with daily records.
- Process burial payments, including checks, 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 and generating reports.
- Receive and direct telephone calls.
- Coordinate individual projects with other DPW Divisions as directed.
- Perform related duties as assigned, including occasional overtime.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
MINIMUM REQUIREMENTS:
Experience in payroll administration, budgeting, and data entry. Should be familiar with general accounting principles, type a minimum of 30 words per minute and be experienced in Microsoft Office software (particularly Outlook, Access, Word, and Excel). Excellent communication and organizational skills are crucial. Ability to represent the Department by giving accurate information to the public. Ability to maintain composure. Must be customer service oriented. Microsoft Windows, Excel for Windows, and MicroSoft Word essential. Must be reliable, committed, and able to take initiative. High School Diploma or equivalent with at least 3-5 years’ relevant work experience.
PHYSICAL DEMANDS: Ability to access, input and retrieve information from a computer. Ability to operate office equipment including copiers, printers, fax and scanners. Execute multiple tasks involving keyboarding, telephones, writing, bending, reaching, and lifting of books and boxes of large files and documents (up to 20 lbs.). Reasonable accommodations may be made to enable individuals with disabilities to perform the 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.
- Cover Letter
- Resume
About the City of Cambridge
The City of Cambridge is a diverse and vibrant community that 120,000 residents of different ethnic, racial, religious, U.S. nationals and other backgrounds call home. We take pride in our City’s diversity and strive to create a workplace that is reflective of the community we serve - one in which all employees can thrive. The City is also deeply committed to creating an environment in which all our employees are treated equitably and feel included. In joining our team, you would work in a workplace environment that advances and values antiracism, diversity, equity, and inclusion (ADEI), and that is committed to embedding ADEI best practices and tenets in all aspects of our work. City of Cambridge residents are especially encouraged to apply to job openings.
Equal Opportunity/Affirmative Action
The City of Cambridge is an Affirmative Action/Equal Opportunity Employer and does not discriminate based on race, color, sex, religion, age, national origin, disability, or any other protected category. Women, minorities, veterans, members of the LGBTQ Community, and persons with disabilities are encouraged to apply. The City is committed to advancing a workforce culture of antiracism, diversity, equity, and inclusion. Auxiliary aids and services, written materials in alternative formats, and reasonable modifications in policies and procedures will be provided to qualified individuals with disabilities free of charge, upon request by contacting Human Resources at humanresources@cambridgema.gov.
Salary : $25 - $34