Cemetery Administrative Clerk

Job Details

Permanent Full Time (CUPE 1329)

Posting Status

Open to all current Town of Oakville employees and external applicants

Closing Date

Applications for this position must be received at oakville.ca by no later than 11:59 p.m. on November 12, 2026.

This job posting is for an existing vacancy and therefore will be filled accordingly.

Job Responsibilities

This position reports to the Supervisor, Cemeteries and Environmental Services and provides administrative support in the delivery of a wide range of cemetery services for families in need of this essential service. Duties include:

• Maintaining accurate records for all cemeteries.
• Entering data into cemetery computer software system and assisting in ensuring that all cemetery files are accurate and up-to-date.
• Maintaining and coordinating cemetery office records to ensure administrative efficiency, as well as adhering to legislated deadlines.
• Perform financial reconciliation activities, prepare reports, monitor outstanding accounts, and maintain the accuracy of cemetery financial, contractual, and administrative records.
• Maintain cemetery information systems and databases, coordinate system updates, troubleshoot issues, and liaise with internal departments and software vendors to support cemetery operations.
• Identify and implement process improvements related to cemetery administration, records management, and customer service delivery.
• Completing contracts with families for the purchase of lots and provision of cemetery services.
• Processing requests from families and funeral homes to schedule interments, including determining legal ownership of interment rights.
• Preparing and distributing Certificates of Interment Rights for all lot purchases.
• Processing and ensuring accounting compliance with monthly PCOS purchases, purchase order and direct order information within computerized systems (JD Edwards and Access Direct). Interacting with accounts payable and vendors to rectify account discrepancies.
• Completing all accounts receivable functions including: invoicing, preparing and forwarding monthly account statements, receiving payments, monthly reconciliation.
• Ability to determine legal authority requirements in accordance with provincial statute.
• Receiving and responding to all cemetery office inquiries from the general public, including: telephone inquiries, in-person, mail and email. Responsible for all incoming and outgoing mail including: opening, sorting, responding, co-ordination of internal mail deliveries, courier and outgoing mail for post.
• Provide guidance to customers, funeral homes, monument companies and other stakeholders regarding cemetery by-laws, interment rights, ownership transfers, policies, procedures and applicable legislation.
• Review and process customer requests to ensure compliance with cemetery legislation, municipal policies, operational requirements and established service standards.
• Receives all genealogical search requests and responds back to families.
• Assisting monument companies to provide information regarding grave locations for monument/marker installation. Assisting families and funeral directors to co-ordinate interments at all 8 cemeteries.
• Maintaining the cemetery administration area to keep tidy, organized, clean and respectable and maintains an accurate inventory/places orders for all office related materials/ supplies.
• Preparing and forwarding cemetery newsletters, surveys and other mass mailings to families and preparing monthly cemetery questionnaires/ records responses. Organizing annual memorial wreath sales and preparing charts to be used by cemetery operators for wreath placement.
• Fielding complaints received through ACR system by either preparing appropriate work orders for cemetery staff or directing complaint/request to Supervisor of Cemeteries and Environmental Services. Also responding back to families as required.
• Develop, maintain and communicate administrative procedures, and provide training and support to staff on cemetery processes, records administration and software applications.
• Participate in audits, records management initiatives, software testing, procurement activities, special projects and continuous improvement initiatives as required.
• Performing other duties as assigned.

Qualifications:

• Completion of a two-year college diploma in Business Administration, Computer Software, Records Management or related field.
• Completion of a Cemetery or Crematorium Sales Representative Licence. Please note consideration may be given to applicants who do not possess this certification if a fully qualified candidate is not available in the applicant pool. A successful applicant without the pre-requisite certifications would be expected to obtain them as a condition of employment within 30 days of their start date.
• 1-3 years of related administrative experience, including records management, customer service, database administration, financial reconciliation and records processing.
• Accurate keyboarding skills and the ability to pay close attention to detail are essential.
• Advanced skills in Microsoft Word, Excel, Outlook, and database management required; direct experience with DOS based systems, JD Edwards, ACR and Access Direct is an asset.
• Knowledge of cemetery legislation, cemetery by-laws, interment rights processes, and records management principles is considered an asset.
• Excellent interpersonal, organizational, communication and customer service skills to represent the department in a courteous manner in dealing with the public and staff, and in coordinating customer service responses.
• Demonstrated ability to read and interpret cemetery maps and understand sections and lot numbers within the 8 cemetery locations.
• Demonstrated ability to deal compassionately with grieving families; completion of or familiarity with psychology of grief courses would be considered an asset
• Ability to work effectively and efficiently in a multi-tasking fast paced environment.
• Proficient time management skills and flexibility in adjusting between a variety of duties. Ability to work with minimal supervision and as part of a team.

DATED: October 30, 2026

The Town's recruitment software includes elements of artificial intelligence to assist in the screening and short-listing of qualified candidates.

This job profile reflects the general requirements necessary to perform the principal functions of the job. This does not include all of the work requirements of the job. Applicants are required to demonstrate through their application and in the interview process that their qualifications match those specified. The minimum threshold score for each of the testing and interview components of the recruitment process is 75%.

We thank all applicants and advise that only those selected for an interview will be contacted.