COUNTY OF BUCKS
JOB TITLE: Administrative Assistant-5
JOB CODE: 0306-03
DEPARTMENT: Emergency Health Services
UNION: 03
FLSA STATUS: Non-Exempt
GRADE: 5
POSITION SUMMARY:
The Administrative Assistant provides essential business and administrative support to the Emergency Health Services (EHS) Office and reports directly to the Deputy Director. Core responsibilities include coordinating the office operations, managing county and state budget activities, maintaining records and files, processing payroll, scheduling appointments and meetings, taking meeting minutes, overseeing departmental purchasing, and supporting county and state budget preparation. The position also ensures timely submission of all required reports, including monthly and annual county status reports, prepares formal correspondence, and provides professional customer service to EMS providers, agencies, vendors, stakeholders, and the public.
In addition, the Administrative Assistant assists EMS providers, EMS agencies, and the general public with routine EMS-related questions, requiring strong verbal and written communication skills. The role demands the ability to work independently with minimal supervision while also collaborating effectively within a team. The Administrative Assistant may also support programmatic activities such as EMS certification testing, state EMS grant requirements, and emergency operations center functions, as well as provide assistance to the Emergency Management Agency as needed.
Due to the essential nature of this position, the Administrative Assistant is expected to report to work during inclement weather, disasters, and other emergencies, including outside of normal business hours. Work may occasionally occur in non-office settings such as warehouses, garages, or educational facilities, and may involve limited travel. This position is critical to ensuring the smooth operation of the department and advancing the mission of emergency medical services across the county.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
Administrative and Office Management
Screen and direct incoming telephone calls and visitors, providing information or referral as appropriate.
Maintain records, files, and department documentation.
Schedule appointments, meetings, and conferences.
Take notes and prepare minutes from meetings, conferences, and proceedings.
Compose correspondence, letters, and reports as directed by the EHS Deputy Director.
Meet and deal professionally with the public, EMS providers, vendors, and internal staff.
Financial and Purchasing Support
Accumulate and input payroll data.
Perform all departmental purchasing and track receipt of EMS equipment and office supplies.
Assist in the preparation of county and state budgets.
Prepare and submit county and state reports as required by policy, contract, or grant.
Prepare monthly and annual county status reports.
Utilize county finance, budgeting, purchasing, and notification software programs.
Liaison and Stakeholder Engagement
Provide assistance to EMS providers, EMS agencies, and the public with routine EMS-related questions.
Communicate and interact with vendors, contractors, stakeholders, and other county offices as needed.
Provide support to the Emergency Management Agency Administrative Assistant and Fire Marshal Administrative Assistant as required.
Operational and Program Support
Provide administrative support for state EMS testing and other state EMS grant-related duties.
Support emergency operations center functions as required.
Assist with problem solving, process improvement, and workflow development.
Work independently with minimal supervision while contributing effectively as part of a collaborative team.
Work effectively with Microsoft Office Suite (Outlook, Word, Excel).
Additional Responsibilities
Due to the sensitive and confidential nature of this position, the Administrative Assistant must:
Consistently maintain confidentiality of all records, correspondence, and discussions, without personal or professional bias.
Ensure that sensitive or protected information is shared only with authorized individuals as appropriate.
Demonstrate complete objectivity in reporting and decision-making, remaining free from bias regardless of individual, agency, hospital, facility, or other factors.
Uphold the highest standards of professionalism, integrity, and impartiality in all interactions, decisions, and communications.
May be required to perform additional tasks that follow prescribed or well-established procedures which can be learned within a reasonable timeframe through on-the-job training or similar or related duties as assigned by supervisor.
Due to the essential nature of this role, report to work during inclement weather, disasters, or emergencies, including outside of normal business hours which include evenings, nights, weekends, and holidays.
Perform occasional work in non-office settings such as warehouses, garages, or educational facilities, with limited travel as required.
QUALIFICATIONS REQUIRED:
Education
High School Diploma or equivalent required.
Coursework or emphasis in business, office administration, or emergency management preferred.
Certifications and Licenses
Pennsylvania Emergency Medical Technician (EMT) or higher certification preferred but not required.
Valid driver's license in good standing; reliable transportation required.
Maintain all County of Bucks clearances for the duration of employment.
Experience
Prior administrative, clerical, or office management experience preferred.
Experience in government, healthcare, emergency management, or EMS settings preferred.
Knowledge, Skills, and Abilities
Proficiency in Microsoft Office Suite (Word, Excel, Outlook); ability to learn county finance, budgeting, purchasing, and reporting software.
Minimum typing speed of 45 words per minute.
Knowledge of business English, spelling, and arithmetic.
Strong organizational skills with attention to detail and accuracy.
Incident Command and Emergency Management Training
Must complete ICS 100, 200, 700, 800, and IS703 within one year of hire.
Must complete Pennsylvania Emergency Management Agency (PEMA) County Associate certification within two years of hire.
