OFFICE ADMINISTRATOR - IEMS (94000585)

Marion County Public Health Department; Indianapolis (IN); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Indianapolis EMS is seeking an Office Administrator to provide administrative support to the Administrative Division and senior leadership, including telephone coverage, mail handling, filing, supplies control, and internal/external communications.

The role requires strong organization, excellent communication, and discretion with confidential information, along with scheduling and travel coordination for senior staff.

Qualifications

• Associate's degree preferred.
• May substitute a minimum of 5 years of experience in an administrative role in lieu of degree.

Responsibilities

• Provide reception for guests and answer phones, greet guests and maintain conference room schedules.
• Maintain calendars, correspondence, word processing and special projects requiring interaction with internal and external vendor contacts.
• Support Policy Council by maintaining and updating policies.
• Coordinate employee recognition programs including service awards and EMS Week.
• Assist senior leadership and medical directors with scheduling and planning meetings/events.
• Report equipment failures to appropriate departments and maintain office supplies.
• Prepare miscellaneous reports as requested and complete special projects as assigned.
• Coordinate and schedule travel for the Senior Leadership of Indianapolis EMS.
• Develop and maintain trusting relationships with staff and management.
• Report sensitive and high-profile issues timely to IEMS management.

Skills

Office management

Organizational skills

Interpersonal skills

Problem solving

Written and verbal communication

Microsoft Office

English proficiency

Education

Associate's degree preferred

Tools

MS Word

Excel

PowerPoint

Internet

Job description

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Indianapolis Emergency Medical Services (EMS) is an organization that celebrates diversity, and seeks to employ a diverse workforce. We actively encourage all individuals to apply for employment and to seek advancement opportunities. Indianapolis EMS also provides reasonable accommodations to qualified individuals with disabilities as required by law. For additional questions please contact us at 317-630-7427 or [e-mail].

FLSA Status

Non-Exempt

Job Role Summary

The Office Administrator provides administrative support for the Administrative Division and senior leadership to include telephone coverage, copier projects, mail handling, filing, supplies control, and necessary communications internally and externally

Essential Functions and Responsibilities

• Provides reception for guests answering phones, greeting guests and maintaining conference room schedules
• Maintains responsibility for correspondence, calendars, word processing and special projects for senior leadership requiring interaction with various internal and external vendor contacts
• Supports Policy Council by maintaining and updating policies
• Coordinates employee recognition programs including service awards, EMS Week, retirement celebrations, etc.
• Assists senior leadership and medical directors of Indianapolis EMS with scheduling and planning meetings/events
• Reports all office equipment failures to appropriate departments
• Maintains inventory of office supplies and reorder as necessary
• Compiles and submits miscellaneous reports as requested
• Completes special projects as assigned by leadership
• Coordinate and schedule travel as needed for the Senior Leadership of Indianapolis EMS
• Develops and maintains trusting relationships with staff and management
• Reports sensitive and/or high profile issues timely to IEMS management

Associated Job Duties

• Performs all other job related duties as assigned

Job Requirements

• Associate's degree preferred
• May substitute a minimum of 5 years of experience within the office environment in an administrative role in lieu of degree

Knowledge, Skills & Abilities

• Excellent office management abilities
• Strong organizational/interpersonal/problem solving/decision making skills
• Strong ethical and professional standards, especially when dealing with confidential information
• Strong organizational/interpersonal/problem solving/decision making skills
• Proficient in MS Word. Excel, PowerPoint and the Internet
• Excellent verbal and written communication skills
• Professional appearance and telephone manner
• Must have good command of the English language, oral and written
• Must be proficient/skilled in multi-tasking
• Prioritizes work, devise own work pattern

Responsibility

• Maintain confidentiality of staff, client records and information
• Maintain protected health information in accordance with HIPAA privacy guidelines and regulations
• Maintain and stay in compliance with Department budget

Judgment

Employee may work under general supervision and receives general guidance on work priority with substantial employee latitude

Contacts - Internal/External

• Daily contacts with direct service staff, Department clients and various Eskenazi Health staff
• Contact with staff of Marion County Health Department regarding Department statistics, county statistics, etc.

Special Effort Required

• Exercise good judgement, flexibility, work effectively/efficiently under stressful conditions, exercise problem solving skills, etc.
• Tact/diplomacy required in sensitive/complex/confidential situations
• Set priorities, weighing effects of policies/procedures, stress of deadlines/frequent interruptions
• Duties performed in office setting
• Physical effort associated with routine office activities
• Routinely visit other office site and/or hospital
• May be required to attend meetings or perform work remote from hospital campus

It is Indianapolis EMS’ philosophy and policy to treat employees and applicants fairly and without regard to sex, race, color, religion, national origin, ancestry, age, sexual orientation, gender identity, veteran’s status or physical or mental ability. Discrimination against any employee or applicant based on any of these conditions will not be allowed or tolerated. For additional questions please contact us at 317-630-7427 or [e-mail].