Operations Clerk/cemetery Administrator

Date: May 21, 2025

Job Posting**:Operations Clerk/Cemetery Administrator**

Location: Municipal Office - 52 Seguin Street, Parry Sound, ON

Located amidst the 30,000 islands of Georgian Bay and a 2.5-hour drive north of Toronto, the Town of Parry Sound offers an exceptional quality of life.

Reporting to the Director of Public Works, the Operations Clerk/Cemetery Administrator position provides a variety of clerical and administrative services to the Public Works Department and provides administration of the Corporation’s two (2) cemeteries.

**Responsibilities**:

- Enters service requests from callers and maintains accurate records using the Maintenance Manager Software for Public Works
- Assists Director of Public Works with building maintenance for the Municipal Office(scheduling contractors, keeping record of areas of concern, etc.)
- Receives customer inquiries, directs calls to appropriate staff and maintains associated records
- Provides administrative support to the various Managers in Public Works and other town staff as required.

ON1Call/Locates:

- Manages ON1Call database for water, sanitary, storm and traffic signal locates, creating maps, updating portal and sending information to requestors. Occasionally submit locate requests at managers’ request

Payables:
Public Washrooms:

- Responsible for maintaining product inventory for supply to contracted cleaning staff or the Public Washrooms including tracking expenses
- Responds to customer inquiries and concerns regarding Public Washrooms & scheduling appropriate contractors

Streetlights:

- Responsible for tracking and coordinating streetlight repairs with contractors

Waste Management:

- Responsible for updating the annual “Waste Management Collection Calendar”
- Responsible for managing waste management items inventory (garbage tags, garbage stickers, blue boxes, etc.)
- First point of contact for curbside calls regarding waste management (i.e., missed pickups, initiation of service, etc.)

Staff Training Administration:

- Responsible for tracking and maintaining educational database and records for all Public Works staff including regular file audits
- Assists with coordinating on site training for Public Works staff including booking locations, meals, etc. Booking travel, accommodations and registrations for staff to attend conferences/meetings/workshops

Cemetery Administration:

- Accurately responds to public inquiries with discretion and tact
- Ensures compliance with the Funeral Burial and Cremation Services Act including maintenance and retention of all cemetery records
- Sells cemetery interment rights
- Schedules and sells interments and storage in the Town’s mausoleum
- Liaise with external agencies and groups to ensure compliance with Parry Sound’s cemetery bylaw
- Prepares monthly A/R transactions for processing by the Finance Department
- Prepares monthly transfers from trust funds for monument placement & cemetery internal rights sales for transfer by the Manager of Accounting
- Ensures each payment from cemetery clients is posted to the proper GL accounts
- Completes the annual financial reconciliation of all cemetery accounts
- Undertakes regular review of cemetery legislation and Town of Parry Sound policies to ensure compliance
- Liase with external agencies, cemetery lead hand and staff

Education, Knowledge and Skills:

- 2-year program in Office Administration.
- Specialized training for Municipal Cemetery Administrators and Cemetery Managers or willingness to complete
- AMCTO Municipal Administration Program considered an asset.
- Minimum of over one year, up to and including 3 years of direct previous experience in customer service.
- Minimum of over one year, up to and including 3 years of experience in Municipal Government
- Background in cemetery administration an asset
- Proficiency in all administrative skills.
- Proficiency in word processing, data base spreadsheets, computer graphics, website maintenance, scanning, E-mail, and Internet.
- Excellent oral and written communication skills.
- Excellent organizational skills.
- Good interpersonal skills; ability to work effectively with all levels of staff.
- Ability to work under pressure to meet time constraints.
- Ability to be flexible.
- Ability to work independently or as a team member.
- Ability to serve the public in a professional, friendly manner.
- Knowledge and understanding of legislation, policies and processes under the Vital Statistics Act for death registrations and the Funeral, Burial and Cremation Services Act for Cemetery Administration
- Working knowledge of the Anatomy Act, the Public Hospitals Act and the procedures to be followed and amended is necessary when dealing with the Office of the Chief Coroner for unclaimed deceased persons.
- Strong sense of initiative, and ability to perform tasks without close supervision.

Note: The above statements describe the general nature and level of work being performed by the incumbent of this job.