EMS Operations Manager

Job Summary

Oversee the daily operations, administrative functions, and support services of the Emergency Medical Services (EMS) Division.

Essential Functions

• Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals.
• Manage and oversee either personally or through subordinate supervisors, daily operation of the Emergency Medical Services (EMS) Division including administrative staff performing functions of grants management, billing, fleet management, facilities management, warehouse/supply and emergency medical operations.
• Assist EMS Chief in establishing priorities for anticipated divisional requirements for each fiscal year; assist with preparation and submittal of annual budget information; assist with budget revisions as appropriate; support administration of approved budget and monitor operational expenditures for fiscal compliance.
• Serves as financial liaison to the Office of Management & Budget ensuring that budgets are developed on time, adhere to the required formats, and invoices and bills are properly reviewed, analyzed and processed; answer all questions related to EMS financial matters.
• Manages day-to-day fiscal issues; monitors division budget to assure sound fiscal control; assures effective and efficient use of budgeted funds, personnel, materials, facilities and time; advises and directs division/section management concerning program costs and projected cost estimates.
• Develops cost estimates associated with various special projects, drafts associated budget requests and projects progress schedules and completion dates.
• Respond to a variety of operational and administrative inquiries and complaints from various sources; participate in the preparation of departmental statistical and operational reports; prepare and/or oversee the development of analytical reports, projects, and proposals.
• Oversee the research and preparation of grant applications; issues proper timelines for receiving funds from grants; establish and maintain an inventory and monitoring system for the tracking of EMS grants.
• Oversee and manage the logistical operations and support functions for the EMS Division to include contract renewal and adoption, inventory supply and control, and production of reports from the inventory management system.
• Oversee the maintenance and repair programs for EMS facilities in conjunction with Facilities Management; ensure proper maintenance and operation of all equipment and vehicles with the Fleet Management Division; direct the maintenance of EMS records in accordance with County policy as well as state law.
• Ensure compliance with County procurement policies, procedures, and ordinance by reviewing and monitoring procurements conducted by all EMS staff; develops, coordinates, approves, and monitors requisitions, invoices, purchase card transactions, and other procurement activity.
• Prepares requests for proposals and/or requests for qualifications from vendors or consultants as well as assisting in developing specifications for EMS apparatus and equipment; monitors vendor and consultant contracts to ensure compliance; and approves payment of contracts and invoices; attend pre-bid meetings and conduct onsite inspections.
• Assists EMS Chief with the development of short and long-range goals and objectives and strategic planning of department initiatives; operates as an effective liaison between operating units to support these efforts.
• Oversee and adjust daily and long-term staff schedules to ensure sufficient EMS coverage, accounting for workload projections, employee availability, and regulatory requirements; reviews and approves biweekly timesheets and payroll submissions to ensure accuracy, completeness, and compliance with organizational policies and collective bargaining agreements.
• Investigates and resolves timekeeping discrepancies and collaborates with payroll and Human Resources to ensure timely corrections.
• Leads the implementation and ongoing maintenance of the EMS Division’s time and attendance system, ensuring it meets operational, compliance, and user needs; acts as the department liaison for system upgrades, troubleshooting, and staff training, and ensures accurate data integration with payroll and HR systems.
• Collaborates with Human Resources to determine appropriate disciplinary responses based on investigation findings, prior conduct history, and progressive discipline policies; ensures compliance with departmental protocols, collective bargaining agreements, and applicable labor laws throughout all employee relations activities.
• Interpret and apply provisions of collective bargaining agreements (CBAs) in day-to-day operational decisions, ensuring consistency and compliance; collaborates with union representatives, Human Resources, and senior leadership to resolve grievances effectively and promote a positive working environment.
• Prepare executive summaries, resolutions, ordinance revisions, agreements and reports for Board of County Commissioner consideration.
• Manage the processes related to professional standards including all documentation related to agency accreditation, including developing submittal documents, preparing the agency site visits and participating in the defense of the applications; oversee with the department's licensure compliance with regulatory agencies.
• Prepare changes and/or develop current and new policies, procedures, SOPs as needed; ensure operational processes related to staffing, scheduling, and payroll adhere to internal policies, collective bargaining agreements, and regulatory requirements.
• Communicates and manages activities and interaction with other County Departments, Divisions, as well as state and local agencies.
• Schedule and conduct divisional staff meetings; attend seminars, workshops, and in-service training sessions as appropriate; serve on special panels, boards, and/or committees; reads professional literature; maintains professional affiliations.
Research and prepare EMS responses to various issues such as inquiries from the County Manager’s Office, Board of County Commissioners, Division/Department, residents and community groups.

• Perform special assignments as requested by the EMS Chief.
• Performs other related duties as required.

Minimum Qualifications

• Bachelor’s degree required.
• Five (5) years of related experience.
• Candidates without a degree should possess four (4) additional years of related experience.
• Fingerprinting required.

LICENSES/CERTIFICATES

Supplemental information

• Salary offers above the minimum of the pay grade may be considered based on qualifications.
• Essential Employees may be required to work during an undeclared emergency and/or declared emergency. On an incident-by-incident basis, the County’s Administrative Office will make the determination as to who will be required to work.
• This job posting is not intended to be all-inclusive list of responsibilities, skills or working conditions associated with the position.