VILLAGE OF LEETONIA, OHIO JOB DESCRIPTION

Position Title:

Oakdale Cemetery Clerk Department:

Administration /

Oakdale Cemetery Reports To:

Village Administrator /

Designee Employment Status:

Part-Time, Salaried Annual Salary:

$6,350

Expected Hours:

Approximately 10-20 hours per week

POSITION SUMMARY

The Oakdale Cemetery Clerk is responsible for the administrative operation and coordination of Oakdale Cemetery, the Village of Leetonia's municipal cemetery. The Cemetery Clerk serves as the primary point of contact for cemetery-related matters and is responsible for maintaining accurate cemetery records, coordinating burials and interments, communicating with funeral homes and families, managing the designated cemetery telephone, organizing cemetery schedules and activities, and assisting with the overall administration of Oakdale Cemetery. The Cemetery Clerk also serves as the administrative clerk for the Oakdale Cemetery Board and is responsible for organizing and conducting the Board's regular monthly meetings, maintaining meeting records, and following up on Board actions and requests. This is a part-time, salaried position with an annual salary of $6,350. The position is generally expected to require approximately 10-20 hours per week, although the actual time required may vary depending on burials, cemetery activities, Board meetings, telephone calls, scheduling needs, and other Oakdale Cemetery business.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Oakdale Cemetery Administration Serve as the primary administrative contact for Oakdale Cemetery. Maintain accurate and up-to-date records of cemetery lots, ownership, burials, cremations, interments, disinterments, and other cemetery activities. Maintain cemetery maps, lot records, burial records, and related documentation. Process applications and documentation related to the purchase, transfer, or use of cemetery lots. Verify lot ownership and availability prior to approving or scheduling interments. Prepare and maintain burial permits, authorizations, deeds, certificates, and other cemetery-related documents. Maintain organized physical and electronic cemetery files. Research historical Oakdale Cemetery records when requested and provide available information to the public. Ensure cemetery records are updated following burials, cremations, lot transfers, or other changes. Assist with the enforcement and administration of Oakdale Cemetery rules and regulations. Cemetery Telephone and Communications Maintain availability through the designated Oakdale Cemetery telephone. Answer and respond to calls received through the cemetery telephone regarding burials, cemetery lots, scheduling, fees, rules, regulations, and other cemetery-related matters. Return calls and respond to messages in a timely manner. Communicate with funeral homes, families, monument companies, contractors, Village officials, and the general public. Provide information regarding Oakdale Cemetery policies, procedures, available lots, services, and fees. Coordinate cemetery-related communications between families, funeral homes, cemetery personnel, and the Village. Maintain the cemetery telephone and ensure important messages and scheduling information are properly documented. Burial and Scheduling Responsibilities Coordinate burial and interment schedules with funeral homes, families, cemetery personnel, and contractors. Maintain a calendar of scheduled burials, services, cemetery work, and other Oakdale Cemetery activities. Coordinate with cemetery maintenance personnel regarding scheduled burials and preparation of gravesites. Coordinate with monument companies regarding monument placement, foundations, and cemetery requirements. Organize and communicate cemetery schedules to the appropriate individuals. Address scheduling conflicts and communicate changes as necessary. Oakdale Cemetery Board Serve as the administrative clerk for the Oakdale Cemetery Board. Organize and conduct the Cemetery Board's regular monthly meetings. Prepare meeting agendas and supporting materials as necessary. Notify Board members of scheduled meetings and provide necessary information. Maintain minutes and records of Cemetery Board meetings. Document Board decisions, recommendations, and actions. Maintain organized records of Cemetery Board business. Assist the Cemetery Board with correspondence, scheduling, and follow-up items. Communicate Board decisions and approved actions to appropriate Village personnel or individuals. Cemetery Events and Activities Organize and coordinate events, activities, services, and other scheduled activities at Oakdale Cemetery. Maintain calendars and schedules for cemetery-related events and activities. Coordinate with families, organizations, contractors, funeral homes, and other parties regarding cemetery events or activities. Ensure necessary arrangements are made for scheduled cemetery events and services. Communicate event and scheduling information to appropriate individuals and Village officials. Financial and Record-Keeping Duties Collect and process cemetery fees in accordance with Village-established rates and policies. Maintain accurate records of cemetery transactions and provide information to the Fiscal Officer as required. Assist with cemetery billing, receipts, and financial documentation. Provide reports and information regarding cemetery transactions when requested by the Village Administrator, Fiscal Officer, Cemetery Board, Mayor, or Council.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

The successful candidate should possess: Strong organizational and record-keeping skills. Excellent attention to detail and accuracy. Ability to manage multiple schedules and responsibilities. Ability to maintain confidential and sensitive information. Excellent telephone and communication skills. Ability to communicate professionally and courteously with grieving families, funeral homes, contractors, Village personnel, and the general public. Ability to work independently with limited supervision. Basic computer skills, including email, Microsoft Office, spreadsheets, calendars, and electronic record-keeping systems. Ability to accurately maintain administrative and financial records. Ability to prepare meeting materials and maintain meeting minutes. Ability to interpret and follow Village policies, procedures, rules, and ordinances. Ability to prioritize tasks and meet deadlines. Ability to handle sensitive situations involving grieving families with professionalism, patience, and compassion.

MINIMUM QUALIFICATIONS

High school diploma or equivalent preferred. Previous administrative, clerical, municipal, cemetery, records-management, or customer-service experience preferred. Previous experience coordinating meetings or maintaining meeting records preferred. Experience working with databases, spreadsheets, calendars, or electronic records preferred. Ability to obtain any training or certifications required by the Village. Equivalent combinations of education, training, and experience may be considered.

WORKING CONDITIONS

The Oakdale Cemetery Clerk primarily performs administrative duties but may occasionally be required to visit Oakdale Cemetery for record verification, burial coordination, inspections, meetings, events, or other cemetery-related activities. The position may require availability outside traditional business hours due to burial schedules, cemetery telephone calls, Cemetery Board meetings, events, or other cemetery-related needs. The employee may encounter emotionally sensitive situations and is expected to conduct all interactions with families and the public in a respectful, professional, and compassionate manner.

PHYSICAL REQUIREMENTS

The physical requirements of the position may include: Ability to sit, stand, walk, bend, and move throughout an office and cemetery environment. Ability to use a computer, telephone, copier, scanner, and other standard office equipment. Ability to occasionally walk the grounds of Oakdale Cemetery and locate gravesites and cemetery lots. Ability to lift and carry light office materials and records as necessary. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

COMPENSATION

The Oakdale Cemetery Clerk shall receive an annual salary of $6,350, payable in accordance with the Village of Leetonia's regular payroll procedures. The position is part-time and is generally expected to require approximately 10-20 hours per week. Because cemetery responsibilities may occur outside normal business hours, the Cemetery Clerk is expected to maintain reasonable availability through the designated Oakdale Cemetery telephone and respond to cemetery-related calls and messages in a timely manner.

DISCLAIMER

This job description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, knowledge, skills, or abilities required of the position. Duties and responsibilities may be modified or assigned by the Village as necessary to meet operational needs. The Village of Leetonia is an Equal Opportunity Employer.

Pay:

$6,350.00 per year

Benefits:

Flexible schedule

Work Location:

In person