What are the responsibilities and job description for the Administrative Assistant position at Menard County Illinois?
Position Title: Administrative Assistant
Department: Menard County Emergency Medical Services (EMS)
Reports To: EMS Chief and Revenue Cycle Management Administrator
FLSA Status: Exempt / Salary
Location: 19072 State Highway 123, Petersburg, IL 62675
Position Summary
The Administrative Assistant provides high-level administrative and clerical support to both the EMS Chief and the Revenue Cycle Management Administrator. This position plays a critical role in ensuring efficient daily operations within the EMS/EMA department by managing communications, coordinating schedules, maintaining accurate records, and supporting administrative functions related to personnel, billing, compliance, and Office of Emergency Management functions.
Essential Duties and Responsibilities
Provide administrative support to the EMS Chief including scheduling meetings, preparing correspondence, maintaining calendars, assisting with departmental communications, and Emergency Management operations.
Support the Revenue Cycle Management Administrator by handling clerical and data entry tasks related to billing, collections, and patient account management.
Prepare, proofread, and distribute internal and external reports, memos, and official documents.
Maintain accurate records, files, and databases (both electronic and physical) for EMS operations, training, licensing, and billing.
Assist in payroll and personnel recordkeeping as directed by the EMS Chief or designee.
Coordinate meetings, training sessions, and special events including room setup, materials preparation, and attendee communication.
Handle confidential and sensitive information in accordance with county and HIPAA policies.
Maintain office supplies, inventory, and equipment; ensure operational readiness of administrative resources.
Perform other duties as assigned by the EMS Chief or Revenue Cycle Management Administrator.
Knowledge, Skills, and Abilities
Strong organizational and time management skills with attention to detail.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and electronic records systems.
Excellent written and verbal communication skills.
Ability to manage multiple priorities, meet deadlines, and work independently with minimal supervision.
Familiarity with medical billing procedures, terminology, and HIPAA compliance preferred.
Professional demeanor and ability to work effectively with staff, county officials, and the public.
Qualifications
Education: High school diploma or GED required; associate degree in business administration, office management, or related field preferred.
Experience: Minimum of two (2) years of administrative or clerical experience; experience in healthcare or government setting preferred.
NAAC: Certified Ambulance Documentation Specialist (or ability to obtain).
NAAC: Certified Ambulance Coder (or ability to obtain).
NAAC: Certified Ambulance Compliance Officer (or ability to obtain).
Emergency Management Certifications (will be provided upon hire)
Certifications: Valid driver's license required. HIPAA and confidentiality training preferred (or ability to obtain).
Working Conditions
Office Hours: Mon-Fri 8:00 am – 4:00 pm (1 hour lunch)
Typical office environment with periodic interruptions.
Requires occasional evening or weekend work for emergency events.
Must be able to sit, stand, and perform repetitive tasks for extended periods.
Compensation and Benefits
Annual salary: $44,928.00
Health insurance or Health Reimbursement Plan
IMRF Pension
Paid time off
Professional development opportunities.
Application Process
Interested applicants should submit a completed Menard County employment application, resume, and cover letter to the Menard County EMS Chief.
Equal Employment Opportunity Statement
Menard County is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, or veteran status. Menard County is committed to providing a workplace free from discrimination and harassment, and to promoting diversity and inclusion in all aspects of employment.
Salary : $44,928