ADMINISTRATIVE SUPPORT ASSISTANT - 40008110

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GENERAL DESCRIPTION

This position provides specialized administrative and technical support to the Office of Emergency Services. The role works under the direction of the Senior Administrative Officer/Deputy Business Operations Manager. 

DUTIES AND RESPONSIBILITIES

• Provide general administrative support including answering phones, disseminating messages, greeting and assisting the public, and coordinating office communications.
• Schedule and coordinate meetings, maintain conference and training room calendars, and assist with event or training logistics.
• Create and manage Fire Marshal and Emergency Management's functional areas invoicing using QuickBooks
• Assist with managing the Fire Marshal social media page.
• Badge Administrator - responsible for all badge related functions (granting access, separations, replacement, lost badges, etc.)
• Schedule ride alongs, special events and update calendar patterns within the CrewSense computer software application
• Prepare, edit, format, and draft documents including correspondence, reports, departmental policies, and budgets.
• Create and maintain specialized reports, records, and files to support departmental processes.
• Assist with payroll processing, purchase orders, invoices, and human resource functions.
• Provide routine information and customer support, directing inquiries to the appropriate resources when necessary.
• Receive, process, and log cash, check, and credit card payments from customers using a variety of online payment systems
• Communicate any discrepancies or questions pertaining to medical records and/or OES billing.

KNOWLEDGE, SKILLS AND ABILITIES

• General office practices, procedures, and equipment.
• Department policies, record-keeping, payroll, and invoicing processes.
• Professional document formatting and editing.
• HIPAA compliance and confidentiality practices.
• Data entry and accurate record-keeping.
• Scheduling and calendar management.
• Strong verbal and written communication.
• Proficiency in office software (Word, Excel, databases).
• Ability to handle multiple priorities, maintain confidentiality, and build effective working relationships.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

• High School Graduation or GED equivalent.
• One (1) year of administrative or clerical support or related experience or an equivalent combination of education, training, and experience.

PREFERRED SKILLS

Associate’s in office administration, business administration, or business management, knowledge of general accounting principles, HIPAA knowledge, medical terminology, and medical billing.  Experience in an emergency services office environment is helpful. 

AMERICANS WITH DISABILITIES ACT COMPLIANCE:

Durham County is an Equal Opportunity Employer. ADA requires Durham County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.