What are the responsibilities and job description for the Administrative Specialist II - Fire position at City of Snoqualmie?
JOB
SUMMARY: This position is part-time at 20 hours per week.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.
EXAMPLE OF DUTIES
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, cash handlingProvides 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 LiaisonAll 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.
SUMMARY: This position is part-time at 20 hours per week.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.
EXAMPLE OF DUTIES
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, cash handlingProvides 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 LiaisonAll 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.
