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Job Title: Office Assistant II

Type of Role: Contract 

Expected Length of Contract: 700 hours 

Shift / Hours: 8am-5pm with a 1 hour lunch

Location: Salinas, CA (In person)

Hourly Range: $21.00

Role and Responsibilities:
General Office Support

• Prepare onboarding binders for new staff.
• Keep EMS Agency Staff contact information list up to date.
• Place work orders in Footprints or with RMA as needed. Track work order completion.
• Maintain office supplies stock.
• Put together order for office supplies.
• Research specialty items for staff.
• Receive items, reconcile orders, distribute items.

2. Mail

• Pick up/drop off mail.
• Open mail. Stamp date received.
• Distribute mail.
• Prepare Fed Ex envelopes for mailing.
• Arrange pick up of FedEx.

3. Calendar Management

• Get Medical Director office schedule from Medical Director during 3rd week of the month.
•  Add Medical Director availability to team’s Outlook.

4. Meeting Coordination

• Schedule meetings for team as needed.
• Reserve rooms for meetings as needed.
• Room set up as needed.

5. Disciplinary Cases

• Prepare a schedule of reports due to the EMS Agency from individual on probation.
• Add calendar reminders to Outlook to include EMS handling disciplinary case, EMS Director, and ASA.

6. EMT/Paramedic License/Accreditation

• Process applications
• Receive applications.
• Stamp date received.
• Log into tracking tool.
• Assign app to EMS Analyst
• Scan as needed.
• Save on share drive.
• Confirm application complete.
• Send confirmation email to applicant
• Email Analyst of new app assignments
• NPDB, DOJ/CJIS.
• MLO entry.
• Other tracking/documentation as needed.
• Coordinate office hours for dropping off applications.
• Process EMT Card –
• Receive EMT cards.
• Stamp date received.
• Log into tracking tool.
• Scan card and save copy in applicant’s file
• Mail to EMT.
• Prepare monthly report of completion times

7. EMS Committee Appointment of Members

• In February, notify EMCC, CCC, and OPS Committee Liaison of members whose term will expire on June 30th.
• In March, following the EMCC, CCC, and OPS committee meetings, prepare correspondence to members whose terms will be expiring on June 30th of that year.
• Work with EMCC, CCC, and OPS Committee Liaison to obtain nominations for each member.
• For EMCC, upon receipt of nomination letter:
• File nomination letter in corresponding member folder
• If new member, create member folder on share drive.
• Prepare Notification to Clerk of the Board of Appointment.
• Prepare EMS Director Memo to Clerk of the Board (COB) for Appointment
• Provide these documents to ASA/EMCC Committee Liaison for submittal to COB
• Upon receipt of date when Board will approve appointment of member to EMCC.
• Print the BOS meeting agenda.
• Highlight EMS items on the BOS agenda.
• Provide copy to Teresa and EMCC Committee Liaison.
•  Add calendar reminder on Outlook for EMS Director and EMCC Committee Liaison.
• Prepare welcome packet for each member being appointed by the BOS.
• Within five (5) business following BOS appointment, work with EMCC Committee Liaison to mail a welcome packet to each member who has been newly appointed or re-appointed.
• File PDF of signed letters in each member folder.
• Create a new committee member roster for the next fiscal year.
• Update EMCC roster with new information. Add links to documents as accordingly.
• Work with EMCC Committee Liaison to obtain the administered Oath of Office from each member appointed/re-appointed by the BOS to EMCC.
• File copies of Oath of Office in each member’s folder.
• Create a committee member binder.
• Last week of June of each year, update roster on EMS website.

For all other committees/subcommittees:

• File nomination/acceptance document in corresponding member folder.
• If new member, create member folder on share drive.
• Prepare appointment/re-appointment letter for EMS Director’s signature.
• Prepare welcome packet.
• File PDF of signed letters in each member folder.
• Create a new committee member roster for the next fiscal year.
• Update Committee roster with new information. Add links to documents as accordingly.

8) Create a committee member binder.

•  Last week of June each year, update roster on EMS website.
• Creation of Committee meeting minutes

9. PulsePoint Program Data & Tracking

• Monitor PulsePoint Registry.
• Approve new entries and reconcile duplicate entries.
• Prepare spreadsheet for County Comm CAD entry.

10. Agreements

• Insurance
• DocuSign
• Calendar reminders

11. Special Projects

• Maintain distribution lists
• Prepare 800 MHZ and REDDINET reports for EMCC meeting
• Maintain Duty Office binder up to date
• Create Duty Officer Schedule for year.

12. Website Updates

• Using Website Update Schedule/Matrix, work with Supervisor and EMS staff to ensure website content is up to date.
• Upload committee videos to website.

13. Agreements

• Track expiration dates.
• Notify staff of upcoming expirations.
• Create calendar reminders.
• Route agreements for signatures/approvals.
• Work with HD Liaison/Clerk of Board to ensure items scheduled for Board.

Skills and Experience:

• Must be proficient in Excel 

Perks and Benefits:

While working as a Balance Staffing Associate, you will be able to take advantage of weekly pay, optional medical benefits, paid sick leave, and state-specific retirement saving options in accordance with state or local law.

Apply now and one of our recruiters will reach out to you!

Balance Staffing is proud to be an equal-opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, Veteran status, or any other characteristic protected by federal or state law.

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