Administrative Assistant

3 weeks ago

Bethel Park, United States Township of Upper St Clair Full time
Job DescriptionJob DescriptionSalary:

Tri-Community South EMS 

Administrative Assistant Job Description 

 

Overview 

The Administrative Assistant will play a critical role in the customer service and organizational strength of Tri-Community South EMS’s daily office and Training Center operations. The Administrative Assistant will provide administrative support, greet and direct visitors, answer and respond to phone calls and emails. Administrative support will include duties such as organizing files, creating correspondence, copying documents, managing calendars to schedule appointments and training classes, sorting mail, ordering supplies, coordinating with various vendors that provide support to the office and offering other general staff support.


Qualified candidates will have impeccable verbal and written communication skills, a strong ability to multi-task and a friendly demeanor. The most qualified candidates will have previous administrative experience.


This position reports to and work is assigned by the Chief of EMS Operations.  Specific work assignments are given on a daily basis and the employee is expected to complete the work assignments within the time allotted.  The employee is expected to learn standard TCS administrative operations without constant direct supervision after gaining a working knowledge of the expected protocols. 


Work is performed during regularly scheduled hours and may involve additional hours, as needed.  The position is exempt under the Federal Fair Labor Standards Act. 


Minimum Qualifications 

  • High school diploma or equivalent; college degree preferred.
  • Strong organizational and planning skills.
  • Excellent time management skills and ability to multi-task and prioritize work.
  • Attention to detail and problem-solving skills.
  • Knowledge of commonly used office administration software, primarily Microsoft Word and Outlook.
  • Ability to type proficiently on a computer keyboard.
  • Ability to write, read, and speak the English language fluently.
  • Ability to understand and follow oral and written instructions.
  • Ability to deal professionally with angry or difficult customers.
  • Valid Pennsylvania driver’s license.
  • The selected candidate must successfully pass background and financial investigations conducted by the organization with respect to any criminal and/or driver’s license history of the candidate that may jeopardize the organization or the partner municipalities, considering the daily contact the successful candidate will have with municipal information.
  • Pass drug test prior to hiring

 

Duties

  • Provide administrative assistance and maintain confidentiality of all system operations and business functions.
  • Perform routine administrative duties such as answering and directing phone calls, emails, customer and vendor visits, mail distribution, composing of letters and inter-office communication.
  • Order office supplies and maintain proper supply stock.
  • Prepare, proofread, and distribute correspondence at the request of the Chief or Training Center Coordinator.
  • Maintain filing system for documents, employee files, confidential medical files, Worker’s Compensation, and all “other” confidential documents.
  • Coordinate and maintain business relationships with vendors that provide support to office operations.
  • Support the annual subscription drive, including ability to enter subscription data into subscription program.
  • Maintain all employee’s certification files and associated databases for licensure.
  • Work with vendors and the IT Department of the Township of Upper St. Clair (or the active Administrative Municipality) to ensure that office equipment, computer systems and postage meter system are fully operational. 
  • Work with the Municipality of Bethel Park to coordinate and ensure proper maintenance and repair of the TCS station.
  • Maintain postage meter and deposit funds to the account.
  • All other duties as assigned.


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.

While performing the duties of this job, the employee is frequently required to sit and talk or hear.  The employee is occasionally required to walk; use hands to finger; handle or feel objects, equipment, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision and the ability to adjust focus. 


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.

The noise level in the work environment is usually quiet.


Selection Guidelines 

Formal application, rating of education and experience, oral interview, reference check, and job-related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. 

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

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