Office Assistant I, II, III - Veterans Cemetery

GENERAL DESCRIPTION

Under general supervision, this position provides administrative and customer service support while performing a variety of clerical duties. The role ensures burial services are carried out with professionalism, compassion, and accuracy. The office assistant plays a vital role in the daily operations of the Veterans Cemetery, serving as a primary point of contact for veterans and their families, visitors, funeral homes, and service providers.

SUPERVISION EXERCISED

This position exercises no supervision.

IMPORTANT AND ESSENTIAL DUTIES

Perform front office duties, including answering phones, greeting visitors, and assisting the public with information regarding cemetery policies, procedures, and activities.

Serve as a representative during committal services, ensuring dignified and respectful delivery of service(s).

Support registration processes and ensure all associated burial processes are completed in a timely and professional manner.

Utilize the Veterans Administration (VA) Burial Operations Support System (BOSS) to schedule and coordinate interments.

Maintain accurate and timely filing and storage of records, reports, and documentation.

Monitor and maintain office supplies and equipment.

Review and distribute inbound and outbound mail; prepare responses to routine inquiries not requiring supervisory action.

Receive and address complaints and inquiries, providing information or directing individuals to the appropriate department as necessary.

Coordinate with the Cemetery Director on office operations and cemetery administrative functions.

Ensure compliance with Veterans Administration (VA) and National Cemetery Administration (NCA) regulations, policies, and procedures, including those related to data privacy, interment processes, tracking of remains, headstone/marker accountability, and overall cemetery standards.

Operate a personal or City vehicle for City business.

Office Assistant II

Advises Office Assistant I on office operations and cemetery administrative functions; assists with or assumes these duties as needed during their absence.

Coordinates/assists with cemetery volunteer days and special holiday events.

Approval authority for determining registration/interment eligibility.

Process and disseminate daily reports to Texas Veterans Land Board (VLB) representation as necessary.

Process donations with Texas Veterans Land Board (VLB) On-Site Representative (OSR).

Office Assistant III

Advises Office Assistant I/II on office operations and cemetery administrative functions; assists with or assumes these duties as needed in their absence.

Maintains monthly statistical reporting and inventory records related to burial operations and cemetery administrative functions using the Texas Veterans Land Board (VLB) DocuShare system(s) as necessary. 

Utilize the Veterans Administration (VA) Burial Operations Support System (BOSS) to order grave markers, headstones, and niche covers as necessary.

Maintains Texas Veterans Land Board (VLB) Plot Allowance program using the QuickSubmit application as necessary.

OTHER JOB-RELATED DUTIES

Perform other job-related duties and responsibilities as necessary.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

Proper English grammar, spelling, and punctuation.

Office equipment, filing systems, and office procedures.

Microsoft Operating System (MOS) application(s).

Skill to:

Type at a speed necessary for successful job performance.

Operate office and computer equipment.

Safely operate a motor vehicle.

Ability to:

Pass a background screening administered by the Department of Veterans Affairs (VA) and obtain a Personal Identity Verification (PIV) access card within ninety (90) days of employment. Successful VA background screening is mandatory for this position.

Learn and operate various Operating System (OS) applications; ability to prepare and organize data entry.

Maintain accurate records and files.

Multi-task efficiently to complete primary job functions.

Interact in a courteous and tactful manner with the public.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.

Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.

Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.

EXPERIENCE AND TRAINING GUIDELINES:

For positions with more than one level, all listed requirements at the lower levels are required at the higher levels.Any equivalent combination of experience and training to provide the required knowledge, skills, and abilities may be qualifying.

Office Assistant I

Experience:

One (1) year of general clerical experience is required.

Education/Training:

High School diploma or GED required.

License or Certificate:

Valid Texas driver’s license or a military waiver required.

Office Assistant II

Experience:

Three (3) years of administrative clerical experience required.

Office Assistant III

Experience:

Five (5) years of administrative clerical experience required.

Special Requirements:

Essential duties require the following physical skills and work environment:

Weekend schedule/overtime as necessary.

With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday:

__ _    Sedentary – lifting of no more than 10 pounds

_X      Light – lifting no more than 20 pounds; carrying up to 10 pounds

__ _    Medium – lifting no more than 50 pounds; carrying up to 20 pounds

_ __    Heavy – lifting no more than 100 pounds; carrying up to 50 pounds

_ __    Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds

Physical Demand Codes:

The following describes whether the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:

Codes for how often:

  N       =         No

  E       =          Extensive (100 – 70% of the time)

  M       =         Moderate (60 – 30% of the time)

  I         =         Infrequent (20 – 10% of the time)

  A       =          Almost Never (<10% of the time)

Code / Task

_E_     Standing

_E_     Sitting

_E_     Walking

_M _   Lifting

_M _   Carrying

_ I _    Pushing/Pulling

_ I _    Overhead Work

_M_    Fine Dexterity

_ I _    Kneeling

_ I _    Crouching

_ I _    Crawling

_M_    Bending

_ I _    Twisting

_ I _    Climbing

_ I _    Balancing

_E _    Vision

_E _    Hearing

_E _    Talking

__ _    Other: _____________________