Administrative Assistant

Department: Emergency Medical Services & Emergency Management

Reports to: EMS Director & Emergency Management Director

FLSA: Non-Exempt

Position Summary

This position is responsible for general administrative as well as specialized work functions of the Emergency Medical Services (EMS) and Emergency Management (EM) Departments. The Administrative Assistant is responsible for processing, accounts payable and accounts receivable for both departments. Work is performed with a substantial degree of independence within the framework of prescribed policies and procedures and under the general supervision of the EMS Director and Emergency Management Director.

Essential Functions

• Tracks accounts receivable for EMS billing as well as processes deposits;
• Processes accounts payable for EMS and EM departments;
• Answers the telephone and directs calls or messages to the appropriate person;
• Processes memos with pertinent information regarding storms, storm watches, tornado drills, etc.;
• Maintains records for Rescue and EMS personnel training classes, tracks certifications, and performs other related activities to personnel files;
• Records all rescue runs, monitors reimbursements and number of runs;
• Writes and updates Emergency Operations Plan (EOP), Continuity of Operations Plan (COOP) and resource manuals;
• Attends and records minutes of Local Emergency Planning Committee (LEPC) meetings;
• Maintains 911-addressing system changes and records;
• Manages the quality assurance/quality improvement management program; files, oversees and schedules QA/QI meetings;
• Maintains inventory of county records including equipment, vehicles, supplies, and other county purchased items; reviews documents processed by subordinates; provides technical assistance as needed;
• All general administrative duties including: mail, filing, typing, computer applications, and ordering supplies;
• Assists citizens with inquiries and complaints;
• Prepares letters, memorandums, reports and other forms;
• Complies with all county wide and departmental policies and procedures;
• Performs public relations work; answers citizens questions, and provides information to interested parties;
• Exhibits positive attitude towards position, co-workers, supervisory personnel and members of the general public.

Secondary Functions

• Attends meetings and trainings as required.
• Performs other related duties as deemed necessary or as required.

Knowledge

• Knowledge awareness of applicable emergency medical services techniques, policies, procedures, codes and laws; stays abreast of HCFA/Medicare/Medicaid changes and requirements;

• Knowledge of applicable federal, state, county and municipal laws, rules, regulations, codes and/or statutes, processes and procedures, e.g., HIPAA, COBRA and ADA;
• Knowledge of applicable departmental policies, procedures and regulations;
• Knowledge of principles and procedures for providing internal and external customer service; this includes assessing the needs of both to meet quality standards for services and to provide high levels of customer satisfaction;
• Knowledge of office record keeping methods, practices and techniques;
• Knowledge of chemicals and hazardous materials;
• Knowledge of use and operation of emergency equipment.

Skills

• Prioritizing work assignments and projects as well as establishing standards to use and implement;
• Good oral and written communication, interpersonal, and customer service skills;
• Mathematical and organizational skills.

Abilities

• Ability to prepare and present budget/financial documents;
• Ability to obtain EMT, AEMT, or Paramedic certification within one year of employment