Now Hiring: Administrative Assistant – Oakwood Cemetery
The City of Warsaw is seeking a compassionate and detail-oriented Administrative Assistant to join the Oakwood Cemetery team. This unique position combines administrative responsibilities with meaningful service to families during some of life's most difficult moments.
The ideal candidate will possess exceptional customer service skills, empathy, patience, and the ability to interact with grieving families in a respectful and caring manner. In addition to supporting lot sales, burial arrangements, records management, payroll, and office operations, this individual will serve as a trusted and calming presence for community members navigating the loss of a loved one.
If you are organized, dependable, and have a genuine heart for serving others with dignity and compassion, we encourage you to apply.
Position Summary
The Administrative Assistant provides administrative, clerical, and receptionist support for the Oakwood Cemetery Department. Responsibilities include processing payroll and purchase orders, maintaining cemetery records and finances, handling customer service tasks including lot sales and burial arrangements, and supporting office operations. The role requires discretion, attention to detail, and sensitivity to the public, particularly in interactions with grieving families.
Essential Duties and Responsibilities
- Administrative and Clerical Support
- Answer telephone calls and greet office visitors; provide information, take messages, direct inquiries, and schedule appointments.
- Perform clerical tasks such as typing, copying, filing, preparing outgoing mail, and maintaining office supplies inventory.
- Maintain the Sexton’s calendar and provide reminders for appointments, meetings, and deadlines.
- Financial and Payroll Duties
- Prepare and process purchase orders and vouchers; obtain necessary approvals and forward to Clerk-Treasurer’s Office.
- Process payroll by reviewing time sheets, preparing related documentation, and submitting to Clerk-Treasurer.
- Maintain budget accounts both manually and electronically, including appropriations, disbursements, receipts, transfers, and current balances.
- Collect and process burial and lot sale payments, issue receipts, reconcile daily receipts, and deliver to Clerk-Treasurer.
- Customer Service and Lot Sales
- Assist the public with purchasing cemetery lots, including showing available lots, processing payments, and maintaining accurate sales records.
- Assist with burial scheduling and documentation as needed.
- Operational and Seasonal Support
- Organize and coordinate seasonal flower planting and ordering from local garden centers.
- Participate in planting and placement/removal of perpetual care flowers and wreaths.
- Assist with cleaning of office and public restrooms to ensure a welcoming and respectful environment.
- Records Management and Reporting
- Enter data into cemetery software systems and generate statistical reports such as labor and cost summaries.
- Maintain organized digital and physical records for convenient retrieval and compliance.
- Other Duties
- Perform additional tasks as assigned to support the smooth operation of the cemetery office and public services.
Qualifications and Requirements
- Education and Experience
- High school diploma or GED required.
- Previous clerical, receptionist, or bookkeeping experience preferred.
- Knowledge, Skills, and Abilities
- Proficiency in standard office procedures, equipment, and software (Microsoft Office, data entry, financial systems).
- Basic knowledge of bookkeeping principles and ability to perform arithmetic calculations with accuracy.
- Excellent organizational, verbal, and written communication skills.
- Ability to manage multiple tasks, prioritize effectively, and work independently or in a team.
- Sensitivity and discretion when interacting with grieving individuals and the general public.
- Ability to follow written and oral instructions and to maintain confidentiality in accordance with department and City policies.
- Licensing and Other Requirements
- Possession of a valid Indiana Driver’s License and demonstrated safe driving record.
- Must pass a pre-employment drug and/or alcohol screening and comply with the City’s drug-free workplace policy.
Supervision
- Reports directly to the Sexton.
Work Complexity and Responsibility
- Performs standard, recurring tasks with responsibilities determined by supervisor and public needs.
- Accuracy is critical for processing financial, burial, and lot sale records.
- Errors may result in inconvenience to the public or require correction through standard bookkeeping checks.
Physical Requirements and Work Environment
- Primarily office-based work with some outdoor activity (e.g., showing lots, flower placement).
- Physical demands include:
- Sitting for extended periods
- Occasional walking, standing, bending, kneeling, and lifting up to 25 pounds
- Use of hands for typing, filing, and object handling
- Clear vision, hearing, and speech for customer service and administrative duties
- The position is performed in a public-facing environment requiring a calm, respectful demeanor, especially during interactions with grieving families.
Pay: $19.00 - $24.76 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
