Fire Department Executive Assistant

THE CITY OF PORTALES, NEW MEXICO

POSITION POSTING # 2026-01

POSITION: EXECUTIVE ASSISTANT
DEPARTMENT: FIRE/AMBULANCE
STATUS: EXEMPT
REPORTS TO: FIRE CHIEF
SHIFT: REGULAR – 40 HOURS PER WEEK
SALARY: MINIMUM $33,396 – MAXIMUM $65,169 (Salary is dependent on experience)

GENERAL DESCRIPTION:
Under the supervision of the Fire Chief, the Executive Assistant is responsible for all accounting procedures associated with ambulance billing, filing, and preparing monthly and annual reports, as well as handling insurance and reimbursement processes. While also performing administrative tasks such as typing, maintaining records, completing reports, answering phones and interacting with customers daily. The Executive Assistant will coordinate with the City Finance Director to ensure compliance with local, state and federal regulations The Executive Assistant provides administrative and clerical support to the Fire department. Responsible for supervising EMS Billing personnel.

TASKS AND RESPONSIBILITIES:
Although the following are typical of the tasks and responsibilities routinely performed, additional tasks and/or responsibilities requiring comparable or lesser skills, knowledge, or dexterity may be assigned.

• Generate account information from service run reports.
• Maximize the dollar amount collected on accounts receivable.
• Bill all active accounts on a monthly basis.
• File insurance claims on behalf of patients when provided with insurance information.
• Track all active accounts to determine the need for other collection efforts and write-off requirements.
• Generate reports as required by auditors, by the Finance Director, and for other purposes as required.
• Protect all confidential patient information.
• Stay current on all reimbursement issues and advise the Fire Chief of changes.
• File patient records as required by local, state and federal mandates.
• Process state forestry reimbursement requests.
• Prepare and process requisitions and purchase orders to support departmental procurement needs.
• Develop and maintain computer systems associated with billing.
• Greets the public, answers incoming calls, and directs inquiries to the appropriate personnel in a professional and efficient manner.
• Other clerical or administrative tasks requested by the Fire Chief.

KNOWLEDGE, EXPERIENCE, AND SKILLS:

• High school diploma or GED required.
• Medical billing certification preferred.
• Minimum of two (2) years clerical/administrative support experience performing routine assignments consistent with this job description.
• Minimum of two (2) years medical billing/coding and insurance filing experience (preferred).
• Must be able to meet the public in a courteous and efficient manner under sometimes stressful situations. Direct customer service experience preferred.
• Proficient in general and clerical office procedures, including typing, filing, and related administrative tasks.
• Requires dexterity, speed, and accuracy in completing tasks, along with strong arithmetic skills and the ability to follow through on assigned work.
• Ability to establish and maintain effective working relationships with co-workers, staff, and personnel across all departments.
• Possesses knowledge and experience in computer operations, including proficiency in MS Office (Word, Excel, and PowerPoint); experience with medical billing software is preferred.

WORK ENVIRONMENT:

• Work is performed in a standard office and public Fire Department environment.
• Ability to work efficiently and accurately in an atmosphere of frequent interruptions.
• Noise level could be low to moderate in work environment.

PHYSICAL REQUIREMENTS:

• Ability to lift up to twenty-five (25) pounds occasionally, from ground to waist level, or from ground to shoulder level.
• Ability to sit for up to four (4) hours at one time, and up to eight (8) hours total per day, with opportunities to change positions.
• Ability to stand and walk short distances.
• Ability to crouch and/or kneel.
• Ability to bend at the waist and twist or rotate if necessary.
• Ability to work with arms bent for up to (4) four hours at a time, and up to eight (8) hours total per day.
• Ability to grasp and manipulate such items as paperwork, telephone, writing utensils, and other items used throughout the workday.
• Ability to coordinate use of hands and eyes in operation of various office equipment.
• While performing the duties of this job the employee is frequently required to talk or hear.

WORK SCHEDULE:
The regular work week is 8 hours a day and 5 days a week with one hour off for lunch. Additional time may be required after regular hours. Schedule to be established by supervisor.

TRAVEL REQUIREMENTS:

• Limited travel – ability to travel for meetings and training may be required.
• Overnight travel may be required.

PRE-EMPLOYMENT REQUIREMENTS:

• Must pass a background investigation including work history, criminal records, driving records and other records deemed necessary.
• Must pass a post-offer pre-employment drug screen administered by a City-designated facility.
• Must be able to access the Medicare Portal which requires credit score screening.

CONDITIONS OF CONTINUED EMPLOYMENT:
Candidates must have and maintain a satisfactory driving record and insurability in accordance with the City’s insurance carrier.

DEADLINE TO SUBMIT REQUIRED APPLICATION: by 5:00 p.m. Monday, February 16th, 2026. Applicant must submit required application to Human Resources at City Hall, 1028 Community Way, Portales, N.M. 88130, online at www.portalesnm.gov or through the various websites where the City of Portales job postings may be found.

The City of Portales is an Equal Opportunity Employer and Drug Free Workplace.

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