Administrative Assistant (EMS)

Job Description

Job Description

Position Summary

The Part-Time Administrative Assistant provides vital administrative and operational support to an Emergency Medical Services (EMS) organization. This is a non-clinical role focused on office operations, financial processing, inventory coordination, recordkeeping, fleet documentation, and professional interaction with the public. No EMT certification is required.

This position supports frontline services by ensuring administrative processes, supplies, and records are accurate, organized, and compliant.

Key Responsibilities

Administrative & Financial Support

• Process invoices and pay bills accurately and on schedule
• Maintain organized financial and administrative records
• Assist with routine reports, documentation, and internal tracking

Inventory & Supply Coordination

• Conduct routine inventory checks of medical, office, and operational supplies
• Place supply orders to support EMS stations and administrative operations
• Coordinate with vendors and track order fulfillment

Public & Stakeholder Interaction

• Serve as a primary point of contact for the organization via phone, email, and in-person communication
• Respond professionally to public inquiries and route operational or clinical concerns to appropriate staff
• Support front-office or administrative reception functions as needed

Personnel & Fleet Recordkeeping

• Maintain accurate personnel files in accordance with organizational policies
• Track documentation for a fleet of EMS vehicles, including:
• Registration and insurance records
• Maintenance and service logs
• Inspection and compliance documentation
• Assist with record audits and updates to ensure readiness and compliance

General Office & Operational Support

• Provide administrative support to leadership and operations staff
• Assist with filing, data entry, and document management
• Support special projects or operational needs as assigned

Qualifications

Required

• High school diploma or equivalent
• Prior administrative, clerical, or office experience
• Strong organizational skills and attention to detail
• Professional written and verbal communication skills
• Proficiency with basic office software (email, word processing, spreadsheets)
• Ability to work independently and manage multiple priorities
• Comfort working in a fast-paced, mission-driven environment

Preferred

• Experience in public safety, healthcare, or EMS-related administrative settings
• Familiarity with HIPAA or confidentiality requirements
• Experience supporting fleet, facilities, or operational teams
• Basic bookkeeping or accounts payable experience

Additional Information

• This position is administrative only and does not involve patient care
• EMT or medical certification is not required
• Must be able to handle sensitive and confidential information appropriately

Skills & Attributes

• Dependable and detail-oriented
• Strong customer service mindset
• Comfortable interacting with the public and first responders
• Discreet, professional, and trustworthy
• Adaptable to changing priorities common in EMS environments

Compensation & Benefits

• Hourly rate: $18.00 to $22.00
• Monday-Friday - 25hrs to 30 hrs. a week
• PTO, Retirement plan offered

\nCompany Description

Palmyra Ambulance Association is a professional combination community service organization committed to providing high quality emergency pre-hospital, basic life support ambulance services and related public educational programs to the residents and visitors of Palmyra Borough, Cinnaminson Township, Riverton Borough and Riverside Township. We will continually re-evaluate the needs and expectations of our communities and meet the challenges and demands of our ever changing environment. We build trusting relationships with those we serve, and serve with, by consistently meeting and exceeding, our patients and communities needs and expectations.

Company Description

Palmyra Ambulance Association is a professional combination community service organization committed to providing high quality emergency pre-hospital, basic life support ambulance services and related public educational programs to the residents and visitors of Palmyra Borough, Cinnaminson Township, Riverton Borough and Riverside Township. We will continually re-evaluate the needs and expectations of our communities and meet the challenges and demands of our ever changing environment. We build trusting relationships with those we serve, and serve with, by consistently meeting and exceeding, our patients and communities needs and expectations.