Registrar

Job Title: Registrar
Status: Full-Time

Pay Rate: $. hour
Status: Full-Time (Monday - Friday)

Position Summary

The Registrar works closely with the General Manager and office staff to maintain accurate records, support financial processes, and ensure effective administrative operations across Albany Rural Cemetery.

This position supports the financial processing, historic recordkeeping, interment and cremation administration, staff supervision, merchandise and marketing coordination, and social media operations.  The Registrar ensures that the Cemetery Services Coordinator’s work is accurate, complete, and compliant with cemetery policies while maintaining ARC’s high standards of service and documentation.

This role blends financial controls, operational logistics, historic documentation, family support, administrative leadership, and public communications, supporting both the day-to-day and long-term stewardship of one of America’s most historic rural cemeteries.

Key Responsibilities

Financial Processing, Bookkeeping & Fiscal Compliance – 30%

• Process and reconcile daily receipts, deposits, and payments in accordance with ARC’s Fiscal Policy.
• Maintain financial information in QuickBooks, including AP/AR, billing, payment posting, revenue logs, and reconciliations.
• Review Coordinator-submitted financial documentation for accuracy.
• Prepare weekly and monthly revenue summaries for the General Manager.
• Assist with audit preparation and maintain strong internal controls.
• Oversee billing and documentation for lot sales, memorials, special care services, and perpetual care contributions.
• Ensure full adherence to the cemetery’s Purchase Order procedures, verifying that all purchases are pre-approved, properly documented, and coded to maintain financial accountability and internal control compliance.

Records Management & Documentation Oversight – 25%

• Maintain and update all official cemetery records, including deeds, ownership files, burial and cremation records, lot diagrams, memorial orders, and archival documents.
• Scan, link, and archive documents according to historical preservation standards.
• Review and correct Coordinator-entered data for accuracy and completeness.
• Assist the General Manager with preparation and processing of ownership transfers-drafting deeds, verifying supporting documents, and ensuring records are properly archived.
• Partner with the General Manager to ensure any lot updates, project work, improvements, or ownership transfers are fully documented and placed in the correct section/lot file to maintain legal and historical accuracy.
• Maintain and catalog all Civic, Fraternal, and Veterans Heritage Sections - including the Soldiers & Sailors Lot, American Legion Lot, Masonic Section, and other historically affiliated areas - ensuring accurate documentation, organized archival records, and long-term preservation.
• Manage long-term archival storage and digital recordkeeping systems.

Office Administration & Staff Supervision – 20%

• Supervise the Cemetery Services Coordinator, ensuring consistent workflow, scheduling accuracy, documentation quality, and customer service standards.
• Provide training, coaching, and corrective guidance on administrative processes.
• Manage office supplies, vendor coordination, mail processing, and filing systems.
• Support the General Manager with administrative projects, fundraising mailings, donor communications, and committee coordination.
• Assist with digital transformation initiatives to modernize administrative and operational systems.

Scheduling, Burial Logistics & Operational Coordination – 15%

• Oversee all interment and cremation scheduling prepared by the Cemetery Services Coordinator.
• Verify accuracy of interment sheets, deed cards, lot diagrams, and required service documents.
• Prepare cremation certificates, verify cremation paperwork, and maintain proper chain-of-custody documentation for the General Manager to review and sign.
• Provide service scheduling updates to the General Manager and Grounds Superintendent.
• Ensure that service logistics are communicated clearly and accurately to families, funeral homes, and internal staff.

Family Support, Customer Service & Complex Case Management – 5%

• Meet with families regarding lot sales, niche purchases, memorial orders, or complex genealogy requests.
• Resolve escalated or sensitive family issues with compassion and professionalism.
• Ensure the Coordinator’s front-line guidance accurately reflects cemetery policies and pricing.
• Serve as the primary resource for advanced genealogy, archival research, and complex historical inquiries. 

Marketing, Social Media & Merchandise Oversight – 5%

• Lead ARC’s social media operations, including content planning, scheduling, and messaging consistency.
• Create or approve posts highlighting cemetery projects, historical features, staff accomplishments, events, and public updates.
• Oversee cemetery marketing initiatives, including seasonal messaging, event promotion, and community outreach materials.
• Manage merchandise inventory - pricing, purchasing, restocking, display, and sales tracking.
• Collaborate with the General Manager to prepare, update, and publish the annual General Price List, ensuring it is completed and released by the start of each new year and reflects accurate, fair, and competitive pricing.
• Maintain and update the cemetery’s marketing booklet and related public-facing materials. 

Skills & Qualifications

Required

• Exceptional attention to detail and accuracy
• Strong communication skills with grieving families
• Proficiency with Microsoft Office, QuickBooks, and database systems
• Ability to supervise staff and manage workflow
• Strong organization and multitasking abilities
• Familiarity with or willingness to learn cemetery policies and NYS regulations
• Ability to manage confidential information with discretion
• Experience producing or managing social media content

Preferred

• Bachelor’s degree in Business, Public Administration, Accounting, History, or related field
• 3 - 5 years administrative, bookkeeping, cemetery, municipal, or funeral experience
• Experience with cemetery management software
• Marketing, communications, or social media experience
• Supervisory or training experience 

Education & Experience

• Associate’s degree required; Bachelor’s preferred
• Minimum 3 years of administrative, bookkeeping, or recordkeeping experience
• Experience working with the public in sensitive or emotional environments
• Valid NYS Driver’s License