Administrative Assistant- EMS

January 27, 2026Available Position: Administrative Assistant - EMSCounty Pay Grade: 62Starting Salary: $ 36,733.00Closing Date for Receipt of Applications: Open Until FilledDuties and ResponsibilitiesEssential Duties and TasksAnswers telephone and/or greets visitors; directs calls or visitors and gives program and department information based on the type of request; selects appropriate materials to answer questions and provide assistance; and takes messages as appropriate.Develops and maintains filing systems; compiles information requiring the selection of data from established records or reports; establishes databases or spreadsheets to store, retrieve, and track data.Compiles reports from program and service activity data requiring limited research; creates records by posting general program activity on established forms, files, computer databases, spreadsheets, etc.Processes department accounts payable; requests purchase requisitions; maintains and tracks financial data for department budget.Attends board and committee meetings; prepares meeting packets, agendas, and handouts; takes meeting minutes; coordinates the setup for meetings.Composes, drafts, and types letters, memoranda, agendas, reports, and other correspondence; efficiently answers and disseminates information and time-sensitive correspondence.May assist with the preparation and monitoring of the operating budget.Receives, sorts, processes, and distributes incoming and outgoing mail; determines which requires the attention of the department head.Reviews and verifies records and reports for correct information; processes documents based on review and verification; proofreads final documents; files and retrieves materials.Collects, copies, and assimilates data to be used for department programs.Orders and maintains department office supply inventory.Coordinates travel arrangements and assists with travel reimbursement.Responds to public records inquiries and requests; updates department website as needed.Provide administrative support within an emergency services environment, understanding the operational structure and chain of command.Assist with EMS documentation, incident records, training records, certifications, and compliance tracking.Support scheduling, staffing records, and personnel documentation specific to EMS operationsInterface with other public safety agencies, hospitals, and regulatory bodies as requiredMaintain familiarity with EMS terminology, policies, and proceduresHandle time-sensitive and confidential materials in a high-pressure environmentHandle Protected Health Information (PHI) in strict compliance with HIPAA, state privacy laws, and departmental policiesEnsure confidentiality of medical, personnel, and operational recordsUnderstand and apply proper procedures for access, storage, transmission, and disposal of confidential informationComplete required HIPAA and confidentiality trainingAdditional Job DutiesPerforms related duties as required.Knowledge, Skills, and AbilitiesConsiderable knowledge of modern office procedures, best practices, and related office information technology equipment, software, and peripherals.Working knowledge of the County's administrative policies and procedures, including accounting, purchasing, and budgeting.Working knowledge of the department and county program, policies, and procedures.Skill in the use of information technology equipment and associated software products, such as word processing, spreadsheets, and databases, used to create and maintain records, minutes, and reports.Skill in independently and accurately preparing meeting agendas, taking and transcribing minutes of official public meetings.Ability to be tactful and courteous in dealing with the public and to give basic information on departmental programs in response to inquiries.Ability to gather and compile materials from a variety of sources.Ability to work independently on responsible administrative support tasks, some of which may be confidential or sensitive.Ability to keep fiscal and statistical records, ledgers, and files, and provide information correctly and concisely, both orally and in writing.Ability to schedule activities, participants, and meetings based on specific oral or written instructions.Ability to effectively arrange and place records, reports, and files into a proper sequence.Ability to establish and maintain effective working relationships with public officials, management, coworkers, customers, and the general public.Working knowledge of EMS operations and public safety environmentsUnderstanding of HIPAA regulations and confidentiality requirementsStrong organizational skills and attention to detailAbility to handle sensitive information with discretion and professionalismAbility to prioritize tasks and meet deadlines in a fast-paced environmentProficiency in standard office software and record-management systemsStrong written and verbal communication skillsPhysical RequirementsMust be able to physically perform the basic life operational functions of climbing, stooping, kneeling, crouching, reaching, standing, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, and repetitive motions. Must be able to perform light work, exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently and/or a negligible amount of force constantly to move objects. Must possess the visual acuity to prepare and analyze data and figures, operate a computer terminal, do some accounting tasks, and do extensive reading.Desirable Education and ExperienceGraduation from business school or community college and at least two years of considerable secretarial or clerical experience at a journey level; Experience in a public safety, emergency services, healthcare, or government setting is desirable. An equivalent combination of education and experience that demonstrates the required knowledge, skills, and abilities may be considered.Application Process: A completed and signed state application (PD-107) must be received by Human Resources, located at 75 Peachtree St Murphy, NC 28906 or emailed to mandi.amos@cherokeecounty-nc.gov on or before the deadline shown above. The application can be obtained and found on-line at the North Carolina Office of State Personnel website (https://oshr.nc.gov/document/nc-state-government-application-employment-pd-107 ) or at Tri-County NCWorks Career Center, 800 West US Hwy 64, Murphy, NC 28906 (formerly NC Employment Security Commission, located next to Waffle King in Murphy). Resumes will not be accepted.