Administrative Assistant (Part-Time)

Bene-Care; Town of Penfield (NY); On-site; USD 28,000 - 30,000; Part time

Benefits offered by this job

Paid sick leave

Job summary

Penfield Webster EMS is seeking an organized Administrative Assistant to support the leadership team and act as the main office contact. The role includes managing supplies, records, and schedules while handling confidential personnel and patient information with discretion.

Responsibilities cover answering phones, scheduling meetings, processing invoices, maintaining records, HIPAA-compliant data handling, and supporting HR paperwork.

Qualifications

• High school diploma or equivalent.
• 2+ years of office or administrative experience (EMS, fire, healthcare or nonprofit experience a plus).
• Proficiency in Microsoft Office or Google Workspace.
• Strong organizational skills and attention to detail.
• Ability to handle confidential information with discretion.
• Preferred: knowledge of medical terminology, purchasing/inventory systems, or payroll/HR systems such as iSolved.

Responsibilities

• Answer phones, email and mail; greet visitors and vendors.
• Manage calendars, schedule meetings, take minutes, and prepare correspondence and reports.
• Order and track office and station supplies; process purchase orders and match invoices.
• Maintain vehicle maintenance records and coordinate facility maintenance with vendors.
• Track staff certifications, training and renewal dates, plus agency license and insurance deadlines.
• Route records requests in line with HIPAA and follow up with our billing vendor.
• Compile data for monthly reports, grant applications and Board materials.
• Coordinate event standbys, community education, station tours and administrative volunteers.
• Support HR paperwork and personnel recordkeeping.

Skills

MS Office / Google Workspace

Organizational skills

Discretion with confidential info

Medical terminology knowledge

Purchasing / Inventory systems

iSolved payroll/HR system

Education

High school diploma or equivalent

Tools

iSolved payroll/HR system

Job description

Administrative Assistant (Part-Time)
Penfield Webster EMS | Penfield, NY (on-site)

Pay: $20.00–$22.00 per hour, based on experience
Schedule: Part-time, 24 hours/week, 3 business days per week (flexible schedule)
Benefits: Paid sick leave

About Us

Penfield Webster EMS (Penfield Volunteer Emergency Ambulance Service, Inc.) is a nonprofit ambulance service providing 24/7 emergency medical care to the Penfield and Webster communities.

About the Role

We’re looking for an organized, detail-oriented Administrative Assistant to support our leadership team and serve as the main point of contact for our office. You’ll keep supplies, records and schedules running smoothly and handle confidential personnel and patient information.

What You’ll Do

• Answer phones, email and mail; greet visitors and vendors
• Manage calendars, schedule meetings, take minutes, and prepare correspondence and reports
• Order and track office and station supplies; process purchase orders and match invoices
• Maintain vehicle maintenance records and coordinate facility maintenance with vendors
• Track staff certifications, training and renewal dates, plus agency license and insurance deadlines
• Route records requests in line with HIPAA and follow up with our billing vendor
• Compile data for monthly reports, grant applications and Board materials
• Coordinate event standbys, community education, station tours and administrative volunteers
• Support HR paperwork and personnel recordkeeping

What We’re Looking For

• High school diploma or equivalent
• 2+ years of office or administrative experience (EMS, fire, healthcare or nonprofit experience a plus)
• Proficiency in Microsoft Office or Google Workspace
• Strong organizational skills and attention to detail
• Ability to handle confidential information with discretion
• Preferred: knowledge of medical terminology, purchasing/inventory systems, or payroll/HR systems such as iSolved

Physical Requirements

Office-based work, with extended sitting and computer use. You’ll need to occasionally lift supply deliveries up to 25 lbs.

PVEA is an equal opportunity employer. Reasonable accommodations are available on request during the hiring process. Employment is at will.