Cemetery Administration & Records Specialist

Ontario Association of Cemetery and Funeral Professionals (OACFP); Oakville; On-site; CAD 57,000 - 69,000; Full time

Job summary

The Town of Oakville is seeking a Cemetery Administrative Clerk to maintain records and support cemetery operations across eight locations. You will manage data entry, processes, financial reconciliations, and customer inquiries with a focus on accuracy and compliance.

The role requires a two-year college diploma, relevant licenses, and 1–3 years of related experience. The position is permanent full-time with a salary range noted in the posting.

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; applicants without may be considered if fully qualified otherwise within 30 days.
• 1–3 years of related administrative experience, including records management, customer service, database administration and records processing.
• Accurate keyboarding skills and attention to detail are essential.
• Advanced skills in Word, Excel, Outlook and database management; DOS-based systems, JD Edwards, ACR and Access Direct are assets.
• Knowledge of cemetery legislation, by-laws, interment rights processes and records management is an asset.
• Excellent interpersonal, organizational, communication and customer service skills.
• Ability to read cemetery maps and understand sections and lot numbers across 8 locations.
• Ability to work in a multi-tasking, fast-paced environment with minimal supervision.
• Compassion for grieving families; familiarity with psychology of grief is an asset.

Responsibilities

• Maintain accurate records for all cemeteries.
• Enter data into cemetery software and keep files up-to-date.
• Coordinate cemetery office records for efficiency and deadlines.
• Perform financial reconciliation, prepare reports, monitor accounts and maintain records.
• Maintain cemetery information systems and liaise with software vendors to support operations.
• Identify and implement process improvements related to administration and customer service.
• Complete contracts with families for lots and cemetery services.
• Process interment requests and determine ownership rights.
• Prepare and distribute Certificates of Interment Rights for lot purchases.
• Process accounts payable/receivable in JD Edwards and Access Direct; reconcile discrepancies.
• Provide guidance to customers regarding cemetery by-laws, rights and policies.
• Review requests for compliance with cemetery legislation and policies.
• Receive genealogical search requests and respond to families.
• Coordinate interments across all 8 cemeteries; assist families and funeral directors.
• Abide by health & safety policies; participate in audits and continuous improvement initiatives.
• Perform other duties as assigned.

Education

Two-year college diploma in Business Administration, Computer Software, Records Management or related field

Cemetery or Crematorium Sales Representative Licence

Customer service

Records management

Data entry

Accurate keyboarding

Interpersonal communication

Multi-tasking

Tools

Microsoft Word

Excel

Outlook

Database management

JD Edwards

Access Direct

Job description

The Town of Oakville is seeking a Cemetery Administrative Clerk to maintain records and support cemetery operations across eight locations. You will manage data entry, processes, financial reconciliations, and customer inquiries with a focus on accuracy and compliance.

The role requires a two-year college diploma, relevant licenses, and 1–3 years of related experience. The position is permanent full-time with a salary range noted in the posting.