Administrative Supervisor

Rural Metro Fire Department; Live Oak (CA); On-site; USD 115,000 - 130,000; Full time

Job summary

AMR in Santa Cruz is seeking an Administrative Support Supervisor to ensure staffing for field units and provide administrative support within Operations.

The role emphasizes scheduling, payroll verification, and personnel administration, with a focus on maintaining accurate attendance and certification records while supporting field personnel. Relevant ALS EMS experience is preferred.

Qualifications

• High school diploma or GED equivalent required.
• Must be at least 18 years of age.
• Minimum of two years of administrative experience.
• Previous supervisory experience preferred.
• Minimum ALS EMS experience preferred.

Responsibilities

• Schedule daily work for field employees and supervisory staff.
• Maintain and administer the master schedule for field staff.
• Process time-off requests and record leave on schedules.
• Prepare shift transfers and bid processes per policy.
• Oversee scheduling to minimize lost unit hours.
• Notify leadership of lost hours and staffing needs.
• Enter attendance data and maintain qualifications records.
• Assist with payroll inquiries and PTO processing.
• Mentor staff and support performance development.

Skills

Microsoft Office

Typing 35 WPM

Time management

Independent work

Education

High school diploma or GED

Job description

Santa Cruz

Administrative Supervisor Position

Reporting to the Operations Manager, the Administrative Support Supervisor will be responsible for assuring full and appropriate staffing of units for all field employees and providing support for administrative duties within the operation.

ESSENTIAL DUTIES & RESPONSIBILITIES

Scheduling & Workforce Coordination

• Coordinate daily work schedules for field employees and supervisory personnel.
• Maintain and administer the master schedule for field and supervisory staff.
• Coordinate floater utilization and activation to support operational needs.
• Coordinate staffing for special events, ride-along, stand-bys, and other operational requirements.
• Record employee sick calls and ensure all resulting vacancies are appropriately staffed.
• Process time-off requests and accurately record approved leave on employee schedules.
• Prepare transitional and special schedules related to shift transfers.
• Process shift bids in accordance with organizational policies and procedures.
• Oversee scheduling functions to ensure efficient workforce deployment.
• Ensure full and appropriate staffing of units to minimize lost unit hours.

Operational Support & Reporting

• Notify Communications, the Deployment Planner, and management of lost unit hours and units placed out of service.
• Code and enter attendance information and lost unit hour data accurately and timely.
• Maintain certification and qualification records for field personnel.
• Distribute ALS and BLS overtime opportunities in accordance with established guidelines.
• Assist field personnel with scheduling-related concerns and payroll inquiries.
• Monitor system performance and communicate system demands, operational impacts, and staffing needs to field employees.
• Assist in modifying calls and Station Staffing Matrix (SSM) plans to meet contract response time and service level requirements.
• Responsible and accountable for daily shift compliance with established operational performance standards.

Payroll & Personnel Administration

• Perform daily payroll verification and ensure the accurate processing of payroll and paid time off (PTO) data.
• Track leave of absence process requests and ensure required documentation is completed.
• Initiate employee status changes in HRIS system.

Employee Relations & Leadership

• Provide responsive customer service and support to field employees.
• Perform or coordinate fair and impartial investigations related to incidents, personnel matters, and employee complaints, ensuring timely resolution.
• Address employee concerns, complaints, and operational issues, and facilitate appropriate resolutions.
• Mentor employees and support professional development through coaching, guidance, and performance feedback.
• Conduct performance evaluations, provide counseling and disciplinary actions as appropriate, and facilitate individual and team development that drives positive results.
• Assist in driving organizational performance management initiatives and employee accountability.
• Ensure Company Policies and Operational Guideline Libraries (OGLs) are understood, communicated, and consistently followed by employees.

Other Duties

• Perform other duties and responsibilities as assigned or required.

MINIMUM QUALIFICATIONS

Education & Age Requirements

• High school diploma or GED equivalent required.
• Must be at least 18 years of age.

Experience

• Minimum of two (2) years of administrative experience, including experience working independently, prioritizing competing responsibilities, managing multiple tasks, and meeting established deadlines.
• Previous supervisory experience preferred.
• Minimum of two (2) years of related Advanced Life Support (ALS) EMS experience preferred.

Technical Skills

• Proficient in Microsoft Office applications.
• Minimum typing speed of 35 words per minute (WPM).

Knowledge, Skills & Abilities

• Strong organizational and time management skills with the ability to effectively manage multiple priorities.
• Effective verbal, written, and interpersonal communication skills.
• Ability to work independently while maintaining accuracy and attention to detail.

Ability to interact professionally and effectively with employees, supervisors, and other stakeholders.

Why Choose AMR?

AMR is one of Global Medical Response’s (GMR) family of solutions. Our GMR teams deliver compassionate, quality medical care, primarily in the areas of emergency and patient relocation services. View the stories on how our employees provide care to the world at www.AtaMomentsNotice.com.

GMR’s Core Behaviors

keep care at the center, raise your hand, seek to understand, find a way together and be accountable unite our teams and set us apart in emergency medical services.

EEO Statement

Global Medical Response and its family of companies are an Equal Opportunity Employer, which includes supporting veterans and providing reasonable accommodations for individuals with a disability.

Check out our careers site benefits page to learn more about our comprehensive benefit options, which include medical, vision, dental, 401k, disability, FSA, HSA, EAP, vacation and paid time off: benefits page

Salary Range: $115K- $130K Annually