PortsmouthPart TimeMid-level48k–62k USDPosted Today
Posting number: FY2025-01480
Department: Fire, Rescue & Emergency Services
Job classification: Administrative Coordinator I PT (Fire, EMS & Rescue)
Posting type: Open
Categories: Administration, Miscellaneous, Human Services, Customer Service, EMS, Office and Administrative Support, Database Administration
SummaryGENERAL STATEMENT OF JOB
Under general supervision, this position performs a variety of administrative functions, to include preparing and\or maintaining communications, correspondence, forms, financial and medical related reports. Reports to the Fire Chief or Designee.
ESSENTIAL JOB FUNCTIONS
Provides customer service and answering the telephone, receives inquires, provides information on programs, activities, EMS billing concerns and direct callers and messages accordingly within the Department and\or City.
Reviews account receivable daily deposits from the billing company for accuracy and completeness and confirms posting. Research and confirms daily deposits from the bank at the billing company’s portal.
Sends daily email confirmations of EFT and, etc. daily deposits to the City Treasurer’s office and the Department of Behavioral Healthcare Services.
Refunds and retrieves refund documents from the billing company’s portal; prepares direct pay forms and submits direct payments to the Finance department for processing. Confirms payments were sent to the payee and logs date.
Prepares Cash Turn-In\CTI Reports from funds received for deposit into EMS revenue account and distribute receipts to the payor. Sends validated CTI reports to the billing company as needed.
Prepares a monthly Direct Payment form from an invoice payable to the billing company.
Completes a Reconciliation Report monthly of the billable trips processed and imported by the billing company. Reconciliation Reports will be drafted accordingly from the Third-Party affiliates systems.
Collection Reports will be retrieved from the billing company FTP system and reviewed for accuracy and verification of write-offs, then distributed to the city departments for processing.
Mail received will be distributed via email and\or by use of the Third-Party affiliate system.
Creates, maintains, and safeguards all files of EMS Billing information, Patient Care Reports\PCR, and documentation.
Reviews and prepares ambulance trips (completed and refusal) for the billing process to be imported by the billing company daily. Reviews and finalizes nonbillable trip status.
Must be efficient with the City and Third-Party affiliates portals.
Assist with all requests for data collection, audits, site visits, and, etc. from the Center for Medicare\Medicaid Services\CMS.
Performs other duties as assigned. Individual assignments will be determined by supervisor based on current workload and department need. Examples of duties
PERFORMANCE INDICATORS
Knowledge of Job: Has the ability to interpret city and departmental rules, regulations, policies and procedures. Has considerable knowledge of the organization and functions of the city. Has considerable knowledge of modern office practices and procedures. Has considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary. Has considerable knowledge and experience with computer applications used in progressive office environments. Is skilled in the operation of common office equipment, including popular computer-drive word processing, spreadsheet and file maintenance programs. Has the ability to make routine coordination decisions independently in accordance with laws, regulations, and city policies and procedures, and to solve problems and answer questions. Is able to independently manage and administer projects and programs. Is able to develop and modify work procedures, methods and processes to improve efficiency. Is able to screen communications and, based on content, handle independently or route to proper source. Is able to correct spelling, grammatical, punctuation and typing errors. Is able to use independent judgment in organizing and establishing format. Is able to gather information from a variety of sources and draft documents. Is able to establish and maintain moderately complex files. Is able to communicate effectively orally and in writing. Is able to exercise tact and courtesy in frequent contact with the general public. Is able to establish and maintain effective working relationships as necessitated by work assignments.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts within department and division, and with co- workers and the public.
Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."
Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.
Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.
Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountability. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as Human Resource Management they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and research problems, situations and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justi-fied, i.e., poor communications, variance with city policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.
Relationships with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the public to maintain good will toward the department and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city. Interacts effectively with fellow employees, supervisor, professionals and the public.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.
Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace. Qualifications
EDUCATION & EXPERIENCE
Requires graduation from high school or the equivalent, supplemented with additional vocational or administrative training courses in business, accounting or a related field resulting in certifications of completion on the above stated course work and 2 – 3 years of experience in office administrative procedures and protocols.
SPECIAL REQUIREMENTS
Requires a certification of completion of training in the Health Insurance Portability and Accountability Act/HIPPA. The Department will determine the frequency of training.
An acceptable general background check to include a local and state criminal history check.
Supplemental information
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Must be physically able to operate a variety of automated office machinery and equipment including computer, printer, typewriter, calculator, facsimile machine, copier, multi-line telephone systems, etc. Must be able to exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Physical demand requirements are in excess of those for sedentary work.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from superiors.
Language Ability: Requires the ability to read a variety of reports, forms, printouts, applications, surveys, permits, etc. Requires the ability to prepare correspondence, forms, memorandums, transactions, analysis, billing, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction and style. Requires the ability to speak to people with poise, voice control and confidence.
Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in Standard English and possess considerable knowledge of terminology common to assignment.
Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; to determine percentages and decimals, interprets graphs ratio and proportion, etc.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.
Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.
Manual Dexterity: Requires the ability to handle a variety of items, automated office equipment, etc. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Requires the ability to differentiate between colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.
Physical Communication: Requires the ability to talk and/or hear: (talking expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.
AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS
The City of Portsmouth is an Equal Opportunity Employer. ADA requires the city to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss potential accommodations with the employer.
This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.
This class description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as needs of the employer and the requirements of the job change.