Administrative Assistant

• Assist with duties as given by the Operations Supervisor’s, Director of operations, Vice President of operations, Fleet Manager, Supply Manager and the Manager of assets.
• Perform scheduling duties and coordinate EMS staff shifts and on-call duties.
• Prepare and maintain EMS personnel schedules, ensuring coverage for shifts and emergency response.
• Monitor and track EMS vehicle availability, repairs, and maintenance schedules.
• Assist in managing office communications, including phone calls, text messages, emails, and other correspondence.
• Process and maintain EMS-related records, including patient care reports, incident logs, and other documentation as required.
• Assist in tracking and documenting attendance.
• Assist in delivering disciplinary forms/documentation.

• Help track and maintain EMS equipment and supplies, ensuring all units are stocked with necessary medical supplies, tools, and personal protective equipment (PPE).
• Coordinate the ordering and replenishment of EMS supplies and medical equipment.
• Ensure regular inspection and maintenance of EMS vehicles and equipment, notifying the appropriate personnel of any required repairs.
• Assist with ambulance inspections for cities requiring permits.

• Act as a liaison between EMS staff, other departments, and external agencies.
• Facilitate communication during emergencies, ensuring accurate information flow between EMS teams, hospitals, and dispatch centers.
• Support the operations team in managing logistics for large events or incidents requiring EMS support.

• Assist with data entry and the preparation of reports related to patient care, response times, and operational metrics.
• Ensure that all reports and records comply with regulatory standards and confidentiality requirements (HIPAA).
• Help with audits of operational procedures, including reviewing records for accuracy and completeness.

• Assist with scheduling training sessions for EMS staff on safety protocols, new procedures, or equipment.
• Ensure that staff certifications and training records are up-to-date and compliant with industry and organization standards.

• Assist with developing and implementing emergency response plans, including handling equipment and feet readiness for large scale and critical incidents.
• Ensure proper documentation and preparedness for emergency drills and real-life emergency responses.
• Perform additional duties as required to ensure the efficient and effective operation of the EMS department.
• Be prepared to respond to emergency calls and all other emergency responses as needed.

• High school diploma or equivalent required; an associate’s degree or higher in healthcare administration, emergency management, or a related field is preferred.
• Previous experience in EMS, healthcare, or emergency services administration is a plus.
• Strong organizational skills and the ability to multitask and prioritize in a fast-paced environment.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or equivalent.
• Knowledge of EMS operations, medical terminology, and emergency response protocols is desirable.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• CPR and First Aid certifications may be required or encouraged.

• Ability to sit or stand for long periods of time.
• Ability to lift up to 100 pounds occasionally.
• May require occasional evening or weekend work based on operational needs.

• 401(k) matching.
• Dental insurance.
• Health insurance.
• Life insurance.
• Vision insurance.

City Ambulance was founded in 2006. We believe in enriching lives one experience at a time. More than a slogan, we empower our employees to make positive impacts on the communities in which we live and work. Our staff, equipment, & units were designed to exclusively service & cater to the needs of Surgical Hospitals, Hospital Emergency Departments, Behavioral Health Hospitals, and Free-Standing Emergency Centers. City Ambulance has become one of the fastest growing private ambulance services in Texas. Our ground transportation services cover over 85% of Texas, spanning from Houston, Corpus Christi, San Antonio, Dallas, Beaumont, Round Rock, Bastrop, as well as West, Central & North Texas.