Administrative Support II - Fire Department, Emergency Medical Services Division

Administrative Support II – Fire Department, Emergency Medical Services Division Employment Type: Part Time (20 to 29 hours with KPERS benefits) Pay Range: $18.62/hour to $23.85/hour Part-time: 20 to 29 hours per week Schedule: Set schedule during standard business hours, Monday through Friday, with some flexibility available to accommodate individual circumstances when coordinated in advance. Benefits: This position is eligible for paid time off (PTO) and is a KPERS-eligible position. You'll participate in the Kansas Public Employees Retirement System. Come join our growing Emergency Medical Services (EMS) Division supporting pre-hospital clinical operations, Mobile Integrated Health (MIH), training, equipment logistics, and division events. This role keeps critical compliance records, accountability, equipment readiness, and supply processes running smoothly so EMS leadership can focus on clinical oversight and strategic priorities. This is more than routine office support: accurate, timely work directly supports safe operations, regulatory readiness, and the Division's ability to serve the community. What you'll do: Manage spreadsheets and data tracking systems, record and distribute meeting notes, coordinate training and meeting schedules, assist with event planning and division training programs and the local EMS symposium. Maintain compliance documentation, maintain EMS certification records ensuring compliance. Track inventory and supply levels, coordinate preventative maintenance schedules for EMS equipment. Serve as a liaison to department logistics and supply delivery. Support quality assurance and quality improvement data tracking. Keep registrations up to date (Board of Pharmacy. CLIA Waivers, DEA registrations, etc.). Occasionally attend various division related meetings and training. What success looks like: EMS certification records are current, complete, and maintained with zero lapses across Division personnel. Audit-period documentation is accurate, organized, and completed on time. Preventive maintenance is scheduled and completed on time for EMS equipment. Critical medical supplies are available, with weekly orders processed and no avoidable stockouts. Meeting notes and action items are distributed promptly and consistently. Quality assurance data is compiled and ready for leadership review on an established monthly or quarterly cycle. What you bring: Experience providing administrative, data-tracking, coordination, customer service, or office-support functions; exceptional attention to detail and ability to maintain accurate records. Strong self-management and organization skills along with the ability to manage multiple recurring deadlines while working independently. Clear, professional written communication skills; comfort using spreadsheets, databases, and other tracking systems. Sound judgment, discretion, and integrity when working with confidential and regulated information. A valid driver's license and favorable driving record are required. Preferred qualifications: Knowledge of EMS systems or familiarity with EMS operations; experience in a healthcare or public safety administrative setting. Experience with certification-tracking platforms, learning management systems, inventory systems, or asset-management software. Experience supporting compliance, licensure, audit, financial, clinical, legal, or regulatory recordkeeping processes. Important work environment considerations: This position may interact with confidential patient care records (PCRs), inventory/equipment tracking records, and personnel certification information. The successful candidate must consistently demonstrate discretion, confidentiality, accountability, and ethical handling of sensitive information. If you're looking for a part-time opportunity and want to make a difference for the Olathe community, apply today! For more details, review the full job details and requirements below. The Administrative Support II position performs a wide variety of customer service and administrative duties related to daily operations. Duties may include handling a high volume of telephone calls, assisting customers with inquiries and resolving customer issues. The Administrative Support II is the second level of a four level career progression of Administrative Support I, II, III, & IV. Key Responsibilities: Answers phones, refers calls, gives standard information in response to phone, email, and in-person inquiries; acts as back-up to other administrative positions. Copies and collates documents; sorts and distributes mail and other time sensitive material(s). Maintains files both public and confidential, distributes reports, and processes transactions into systems; types form letters, labels, mail merges and correspondence; proofreads information; schedules meetings; interviews, and other functions. Maintains professional communication with other city departments and personnel and various outside agencies. Qualifications: Experience: One year of administrative or other relevant experience is required. Excellent computer skills are also required including Microsoft Office (Word & Excel), along with strong customer service and telephone skills. Education: A high school diploma or equivalent is required. Licenses & Certifications: None required. Depending on assignment, may require a valid driver's license and favorable driving record. Language: Proficiency with verbal and written English language required. Additional proficiency with Spanish and American Sign Language preferred. City of Olathe