Administrative Specialist II - Fire

SUMMARY:
This is a union position under the direct supervision of the Fire Chief, responsible for maintaining records and files for all programs that the Fire Department and the Department of Emergency Management administer for the City of Snoqualmie, including CERT and EMS Billing programs. Performs a variety of routine and complex clerical/administrative functions for the Fire Department and the Department of Emergency Management. Incumbent handles inquiries and complaints in person, via email and on the telephone, providing information and assistance according to established procedures. This position requires someone who works cooperatively and effectively with the public, all City Departments, other employees, and other agencies in a very busy and sometimes stressful environment.ESSENTIAL FUNCTIONS:

• Performs a wide variety of routine and complex clerical and administrative duties including taking, referring, and handling incoming messages; maintaining manual and computer files; preparing and/or typing reports, records, correspondence, charts and spreadsheets for monthly, quarterly and annual reporting.
• Provides support staff functions for the Fire Chief. Maintains calendar and business contacts and schedules meetings as needed. This includes answering phones, taking messages, scheduling, and managing appointments. Provides support staff functions for the Fire Department, as needed.
• Customer service activities include, but are not limited to, greeting, and directing the public, providing general front counter assistance and telephone coverage, including emergency calls for the Fire Department’s programs (such as the Public Education and CERT programs) and the Department of Emergency Management. Respond courteously to inquiries and complaints, provide information within scope of responsibility, and refer calls as appropriate to other parties.
• Provides staff support for the Fire Inspection program; fields phone inquiries and complaints, maintains database with accurate records of all City of Snoqualmie businesses, maintains all records and files.
• Provides staff support for the monthly Officer’s meeting by preparing agendas, recording, and distributing minutes, and overall administrative requirements. 
• Prepares and processes agenda bills for public safety departments as directed.
• Provides logistical support to Fire Department training classes, department meetings and various other programs and room scheduling requests.
• Assists and supports activities of the department, which include processing invoices, purchase orders, volunteer time sheets, training and travel authorizations and vouchers for all department staff; maintain inventory; order office supplies, faxes and posts notices.
• EMS Billing Program- Responsible for Basic Life Support(BLS) transport program, which includes BLS transport billings, managing confidential patient care reports for transport billings; scans and uploads patient hospital sheets and batch reports to Systems Design West via the ESO program; tracks weekly deposits within the program; processes invoices for quality control and accuracy; notifies Finance Department of uncollected accounts. Provides detailed records management services.
• Serves as the Fire Department Records Retention Liaison
• All work is to be done in office with little to no remote options. 

These duties are not inclusive of all duties, and as such, this position may perform other duties as assigned. Education and Experience:
High school graduation or equivalent; supplemented by at least one year of technical or vocational training. AA is preferred. At least three years administrative and accounting experience with preference for municipal experience. Any combination of education and experience which would provide the desired skills, knowledge and ability required to perform the job.

Licensing and Certification: 

• Valid Washington State Driver’s License with driving record free of serious or frequent violations.  

Knowledge, Skills, and Abilities:
Knowledge of:

• Modern office and accounting methods, practices, and procedures. 
• Computer and applicable software applications; special computer software, as needed.
• Business English, spelling, grammar, punctuation, and mathematics.
• Principles and practices of record keeping, records retention, records management and file maintenance procedures and filing systems.
• Customer service standards, protocols, and techniques.
• Fire department terminology, emergency management practices and ambulance billing requirements.

Ability to:

• Operate calculator, computer, copier, fax machine, communication and other equipment needed to complete functions of the position.
• Speak in a clear voice using proper English grammar and syntax. 
• Work independently on multiple tasks and under supervision. 
• Organize and prioritize work assignments.
• Establish & maintain effective working relationships with the Mayor, City Council, City Administrator, Department Heads, fellow employees, the public, City Boards & Commissions, and other agencies. 
• Communicate effectively with diverse population. 
• Communicate effectively with, at times, upset individuals
• Calmly and efficiently handle situations ranging from routine to emergency.
• Understand and execute oral and written instructions. 
• Handle multiple interruptions and adjustments to priorities throughout the day. 
• Maintain strict confidentiality while processing medical reports; understand and follow the Health Insurance Portability & Accountability Act (HIPPA) requirements as set forth by law. 
• Maintain accurate records. 
• Work within established guidelines with little direct supervision; perform a variety of tasks at the same time; interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Understand appearance and translation of charts, reports, and spreadsheets.

Skills:

• Excellent memory and organizational ability, to set priorities, perform clerical work for a variety of people, organize workload, handle multiple responsibilities and to meet deadlines. 
• Demonstrate proficiency in computer operation, typing, clerical, filing, ten key, and customer relations. 
• Must be able to operate a personal computer and learn quickly to use the software programs of the department. 
• Must have working knowledge of the Microsoft Office software. 

This position is part-time at 20 hours per week.

Salary : $34 - $46