Administrative Assistant

Qualifications & Skills

• Education and Experience:
  
  High School Diploma or equivalent is required. Previous experience in an administrative support role, secretarial position, or personal assistant role is preferred.
• Strong analytical abilities, including the capacity to manage complex or diverse information, collect and research data, use intuition and experience to complement findings, and design workflows and procedures. Problem‑solving skills are essential, with the ability to identify and resolve issues in a timely manner, gather and analyze information skillfully, develop alternative solutions, work effectively in group settings, and exercise reason even in sensitive situations.
• Strong interpersonal skills are required, with a focus on resolving conflict rather than assigning blame. Candidates must maintain confidentiality, listen attentively, remain objective, and remain open to new ideas and evolving systems and processes.
• Oral communication skills: speak clearly and persuasively, listen and seek clarification, respond appropriately to questions, demonstrate presentation skills, and participate actively in meetings.
• Written communication skills: write clearly and informatively, edit for accuracy, adjust writing style to meet various needs, present numerical data effectively, and interpret written material accuratelyli>
• Teamwork: balance team and individual responsibilities, remain open to the views of others, give and receive constructive feedback, contribute to a positive team environment, prioritize team success over personal interest, and build morale and commitment toward shared goals.
• Sound judgment: ability to make well‑reasoned decisions, explain the rationale, involve appropriate individuals, and ensure decisions are made timely.
• Professionalism: approach others tactfully, perform well under pressure, treat all individuals with respect and consideration regardless of position, accept responsibility for personal actions, and follow through on commitments.
• Language skills: read and comprehend instructions, correspondence, and memos; write effective correspondence; present information clearly in one‑on‑one, small group, and organizational settings.
• Basic mathematical skills: add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions, and decimals.
• Computer proficiency: strong knowledge of Microsoft Office applications and ability to work within industry‑specific software and accounting systems, including Quick Books Online.
• Understanding of personnel and employment laws, regulations, and related issues—particularly as they apply to the public sector.

• Provides administrative support, answers phones, document preparation/review, and creating/editing Excel spreadsheets for data review.
• Answers phone, transfers calls to appropriate person or voice messaging.
• Runs reports as needed for CEO/BOD and department heads.
• Maintains/creates worksheet necessary for district operations.
• Provides records to patients, insurers, law offices, medical facilities when requested, complying with HIPAA laws and internal practices.
• Cross‑trained for billing request and fielding billing phone calls and taking payments.
• Cross‑trained for human resources for knowledge of benefits and payroll.
• Manages administrative calendars and prioritizes and manages correspondences.
• Separates mail and disperses, prepares and posts mail daily. This may include taking the mail directly to the Post Office.
• Making bank deposits to facilitate separation of duties.
• Schedules services and appointments.
• Prepares bids for services to include General Insurance.
• Orders office supplies and miscellaneous orders.
• Stocks and orders for vending machine.
• Manages district website and Facebook account.
• Complies with South Howell County Ambulance’s Policy & Procedures guidelines.
• Comprehensive knowledge of the District’s guiding documents to include job description, department/human resource policy/procedures, mission, vision, and value statements.
• Prepares agenda and minutes by attending monthly BOD meetings.
• Attends BOD meetings when Business Manager is unavailable for meeting.
• All other duties assigned by the Business Manager.

South Howell County Ambulance District

1951 E State Rte K, West Plains, MO 65775