Administrative Assistant/Scheduler

Winona Area Ambulance, Inc.; Winona (MN); On-site; USD 30,000 - 50,000; Part time

Job summary

An established industry player is seeking a dedicated Administrative Assistant to provide comprehensive support to its operations team. This role involves multitasking in a dynamic environment, where attention to detail and strong organizational skills are crucial. You will manage various administrative tasks, assist with customer service, and support billing and HR functions. If you thrive in a fast-paced setting and are passionate about contributing to a mission-driven organization, this opportunity is perfect for you. Join a team that values your input and offers a flexible work schedule, allowing you to balance your professional and personal life effectively.

Benefits

Employee Assistance Program

Employee Discount

Qualifications

• High school diploma and 2-year degree required with customer service experience.
• Proficient in Microsoft Office and Google products with strong organizational skills.

Responsibilities

• Provide administrative support to the Director and staff, managing schedules and communications.
• Ensure high levels of customer service and maintain confidentiality in all matters.

Skills

Customer Service

Organizational Skills

Attention to Detail

Communication Skills

Confidentiality

Education

High School Graduation / GED

2-Year Degree in Related Field

Tools

Microsoft Office

Google Products

Imagetrend Elite

BillingBridge

Deputy

Bamboo HR

FoamFrat

Canva

Job description

JOB DESCRIPTION

The Administrative Assistant provides comprehensive administrative support to the Director of Operations, Business Manager, and staff of Winona Area Ambulance Service, Inc. This role involves managing a high volume of ongoing projects and communications, often in a dynamic environment with frequent interruptions. The ideal candidate will demonstrate attention to detail, the ability to work independently, and the capability to manage multiple priorities simultaneously.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This list of essential functions is not exhaustive and may be supplemented as necessary.

Administrative Support

1. Provide administrative support to the Director of Operations, Business Manager, Operations Supervisor, Educators, and staff, including typing documents, creating and updating forms, managing calendars, and maintaining operational records and files.
2. Draft and respond to correspondence via phone, email, or fax; answer phone calls, retrieve mail, and maintain files, ensuring clear and timely communication.
3. Utilize office equipment with proficiency.
4. Assist with the execution of staff meetings by attending, recording, and streaming content.
5. Update and manage the company policy manual and protocols, ensuring the most current versions are accessible online.
6. Work independently and collaboratively on both nonrecurring and ongoing projects, as well as special events.
7. Coordinate community and WAAS calendar events, ensuring accurate scheduling and communication with relevant parties.

Customer Service and Communication

1. Provide the highest level of customer service to a wide range of internal and external customers.
2. Demonstrate strong communication skills and build effective relationships with colleagues and external partners.
3. Maintain timely and accurate communication with staff regarding events, schedules, and staffing needs.
4. Foster a strong commitment to the mission, vision, and values of Winona Area Ambulance Service (WAAS).

Software and Technical Support

1. Take a lead role in managing Imagetrend Elite Patient Care Report writing software, assisting staff with charting, quality assurance, and compliance issues.
2. Serve as a resource for staff on questions related to the software and state/national compliance.
3. Manage the development and maintenance of the WAAS website, social media platforms, and graphic creation.

Human Resources and Billing Support

1. Oversee and maintain HR software that tracks staff certifications, onboarding, offboarding, and hiring processes.
2. Handle onboarding and offboarding tasks, ensuring all required documentation and materials are completed and organized.
3. Update and track staff uniform allowances and inventory.
4. Using Billingbridge by Imagetrend, verify patient demographics and insurance information, pre-bill accounts, and ensure all required information is completed.
5. Maintain electronic storage of patient care reports and associated documents.
6. Process in-person and over-the-phone payments, ensuring accurate and efficient transactions.
7. Maintain billing and accounting policies and procedures, under the direction of the Business Manager, ensuring compliance with applicable laws and regulations.

Educational Program Support

1. Assist in the administration of the annual EMT course, including creating course documents, maintaining the online classroom, and scheduling clinical hours for students.
2. Support the lead instructor by providing necessary administrative assistance throughout the course.

Employee Scheduling

1. Build and maintain the staff schedule to ensure adequate coverage and proper staffing levels by truck and certification level.
2. Master and manage the Deputy scheduling program and app, ensuring all schedule-related functions run smoothly.
3. Approve and manage employee paid time off (PTO) requests and shift swaps, ensuring adequate staffing during absences.
4. Verify employee timesheets, ensuring accuracy and completeness in preparation for payroll processing.

Compliance and Ethical Standards

1. Manage workload ethically and in compliance with federal, state, and local laws, ensuring alignment with the mission and values of Winona Area Ambulance Service, Inc.

SCHEDULE

1. Averaging 25 hours per week with flexibility to meet the demands of the office.

BENEFITS

1. Employee Assistance Program
2. Employee Discount

PHYSICAL DEMANDS

1. May complete seated computer work for the majority of the day with tasks that require occasional standing to retrieve items from the other work spaces or use office equipment.
2. May assume reaching in vertical height within 20-35” on a regular basis and occasionally at 6-18” or at 40-60” when retrieving items from storage. May bend from sitting or standing position to retrieve items from lower storage. Reaching in the front and to the side most often.
3. May use both hands with simple grasping and pinch grasping to operate office equipment at desk heights. May require light grip or pinch force with activities.
4. May handle office supplies that weigh less than 10# frequently such as reams of paper and rarely up to 15-20 lbs.

QUALIFICATIONS

Required:

1. Age: 18 +
2. Education: High school graduation / GED and 2 year degree in a related field of study
3. Experience: Customer Service Experience
4. Computer proficiency; including Microsoft Office and Google products
5. Strong organizational skills and attention to detail
6. Ability to maintain efficiency and complete tasks with frequent interruptions
7. Ability to keep administrative and patient care matters confidential

Desired:

1. Familiar with medical billing and laws
2. Office experience
3. Experience with Imagetrend Elite, BillingBridge, Deputy, Bamboo HR, FoamFrat, Social Media, and Canva