What are the responsibilities and job description for the Administrative Assistant II position at St. Charles County Ambulance District?
PURPOSE
To perform Administrative functions which may include, but not be limited to, assisting Professional Staff, Deputy Chiefs, and the Executive Assistant with daily professional tasks and activities.
DESCRIPTION
A full-time, non-exempt, hourly employee who reports directly to the Chief of Staff.
QUALIFICATIONS
- Education and Experience:
- High school diploma or
- Typing speed of 60
- One (1) year experience in the administrative
- Notary of Public preferred.
- Job Knowledge:
- Possess good telephone technique and
- Microsoft Office applications (including knowledge in MS Outlook, Excel and Word).
- Strong analytical and problem solving skills, attention to detail, and prioritization of deadlines.
- Ability to improve workflows and streamline
- Communicate effectively with management both verbally and in
- Skills - The ability to:
- Analytical - complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures.
- Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in-group problem solving situations; Uses reason even when dealing with emotional topics.
- Interpersonal Skills - Focuses on solving conflict, maintains confidentiality; Listens to others without interrupting; Maintains objectivity; Remains open to others’ ideas and is open to change and evolution of systems/process.
- Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and seeks clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
- Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
- Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives.
- Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
- Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
- Language - Ability to read and comprehend instructions, correspondence, and memos. Ability to write correspondence, and effectively present information in one-on-one situations, small group situations and to third parties and employees of the organization.
- Mathematical - Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
- Computer - Proficient use of Microsoft Office applications; ability to function in industry-specific software.
TYPICAL DUTIES AND RESPONSIBILITIES
- Acts as a point of contact among executives, employees, and other external
- Assists with daily administrative functions, tasks, and support to Professional Staff and Deputy Chiefs as
- Receives and signs for subpoenas and other official documents as requested and route to correct Department.
- Assists in meeting preparation and taking minutes, schedules conference calls, teleconferences, and meetings through Outlook.
- Assists in Policy and Procedure updates and maintain policy tracking
- Maintains an effective working relationship with all levels of personnel and the
- Maintains copier and all other office equipment located in the administrative area and call for maintenance when needed.
- Attend meetings and take meeting minutes as requested by Professional Staff, Deputy Chiefs and Executive Assistant.
- Prepares and posts memos, updates policies and procedures, communication drafting, , and other documents as
- Files and retrieves patient records, documents, and
- Maintains professional and technical knowledge by attending workshops and
- Contributes to a team environment by working as a liaison across all departments.
- Organize and order office supplies.
- Makes travel arrangements and assist in completion of expense
- Coordinates and plan company sponsored events as
- Serves as backup to front desk reception as necessary.
- Assists other departments/areas as requested by the Chief of Staff.
- Maintains confidentiality and privacy of information and
- Follow’s SCCAD’s HIPAA policy and procedures for obtaining information from patients or their authorized representatives to release medical records.
- Assists the Executive Assistant for Board related items, including Board Packet preparation and back up for Board Meetings.
- Performs other duties as assigned by the Chief of Staff.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, provided that doing so does not create an undue hardship or present a direct threat to the health or safety of the employee or others.
While performing the duties of this Job, the employee is regularly required to sit, talk, hear, grasp (moving paperwork) and repetitive wrist, hand and/or finger movement (keyboard/calculator). The employee is occasionally required to stand; walk; reach with hands and arms; stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 1 pound; occasionally lift and/or move 2 - 5 pounds; and rarely lift 11- 30 pounds. Specific vision abilities required by this job include clarity of vision at 20 inches or less; ability to see up and down or to right or left while fixed on point, while working at computer and desk and reading spreadsheets.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions provided that
doing so does not create an undue hardship or present a direct threat to the health or safety of the employee or others.
While performing the duties of this Job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.
Education
Required- High School or better
Licenses & Certifications
Preferred- Notary Public
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.