Introduction This position is located in the office of an ABMC American Cemetery.
This is the full performance level description for an ABMC Cemetery Associate.
Incumbent provides administrative, interpretive, and clerical support to the Superintendent, Assistant Superintendent and Grounds Crew to assure the smooth operation of the Cemetery.
In the absence of the Superintendent or Assistant Superintendent, serves as the senior ABMC representative in the Cemetery.
Major Duties 1.
Administrative / Financial Support (60-80%) Provides administrative support for the Cemetery.
Assists the Superintendent, Assistant Superintendent and Grounds Crew by independently accomplishing assigned administrative office tasks, in both English and the local language.
Administrative functions Telephone coverage.
Preparation of general correspondence (e.g.
Next-of-Kin or Veteran’s Association inquiries) for the Superintendent’s or Assistant Superintendent’s signature.
Flower Fund point of-contact.
Completion and submission of a variety of reports.
File system maintenance and archiving.
Daily visitor’s statistics.
Preparation of personnel actions, employment contracts, worker’s compensation claims, social security declarations etc.
Preparation and submission of monthly time sheets.
Purchasing / Procurement functions The incumbent performs a number of functions in support of the cemeteries purchasing and procurement needs including : Creates new Vendor Files.
Request for Vendor’s bids and translation of bids from local language into English.
Enter requisitions into the Agency’s Financial Management System (FMS).
Respond to questions from FMS approvers.
Ensure all requisitions are linked to purchase orders on time.
Process all incoming bills and enter receipts and transmit invoice approval for payment.
Contact vendors to resolve any price or delivery problems.
Maintain payment filing.
The incumbent manages all cemetery credit card purchases : Accompany other cemetery personnel (i.e.
Foreman and Mechanic) to purchase needed supplies.
Control the amount of payment and ensure amount limit is respected.
Translate Credit Card invoices into English.
Process invoice and credit card slips into FMS.
Process credit card monthly expense reports.
Maintain credit card filing system.
Visitor’s services (20-40%) Visitors Greet visitors, answer questions, and provide cemetery information.
Provide general information such as hotel and restaurant location and directions to other local sites, without favoring one business over another.
Provide direction to specific graves.
Answer questions about the nature of the cemetery, military campaigns and battles fought by those buried in the cemetery, and their larger context as part of World War I / II.
Identify potential Next-of-Kin visitors and offer enhanced ABMC Next-of-Kin services (escort to gravesite, picture, etc.).
Conduct cemetery thematic interpretive tours for individuals and groups in both English and the local language.
Researches and develops educational children’s programs.
Conduct researches and maintain research files on the cemetery and military activities in the local area.
Maintain productive working relationships with local schools, local museums, local tour groups, veterans groups, local citizens and all others who bring groups to an American Cemetery.
Ceremonies Assist with ceremonial functions such as wreath laying, flower placement, raising and lowering of the flag(s).
Contact host nation military and civilian authorities for Memorial Day Ceremony logistical support.
Assists the Superintendent in Memorial Day Ceremony planning / preparation (invitations, ceremony layout etc ) Responsibilities Since ABMC cemeteries are open 7 days a week (363 days a year), Cemetery Associates regularly find themselves as the senior ABMC representative to visitors, representatives of the local or national authority, suppliers and contractors when the Superintendent and the Assistant Superintendent are absent.
The Cemetery Associate performs work independently with minimal direct supervision.
Only difficult or unusual problems are referred to the Supervisor.
Incumbent must be flexible with their work schedules and will be asked to work weekends and American Federal Holidays.
Recommended Training The classes connected with this performance level include : Foundations of Interpretation Eppley Institute Informal Visitor Contacts Eppley Institute Interpretive Talk Eppley Institute While other training courses and expectations are connected with this position, the Certification associated with this Job Description is that of Certified Interpretive Guide.