EMS Executive Secretary

Dept/Div:  Fire/EMS                                                                                                                       FLSA Status:  Non-Exempt

Salary: $39,319.00 

General Definition of Work

Performs intermediate skilled administrative support work for the Fire/EMS Department, including coordinating records management, scheduling processes, supporting billing and accounts tracking, maintaining compliance documentation, and providing customer and interagency support. Work includes handling sensitive and confidential information and requires coordination across multiple functional areas. Work is performed under the limited supervision of the Assistant Fire Chief or designee.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential function satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

Essential Functions

Assists with documentation review to support compliance with applicable federal, state, and local regulations (e.g., EMS reporting, billing documentation).

Assists with financial processes, including preparing invoices, processing purchase orders and requisitions, receiving payments, maintaining related records, and providing basic account tracking and support.

Performs general clerical duties such as processing mail, ordering supplies, maintaining inventory, and handling office systems (e.g. filing).

Provides administrative support to Fire/EMS leadership, including coordinating communications, maintaining calendars and assisting with schedules, preparing correspondence and reports, organizing meetings, and serving as a point of contact for internal and external participants.

Maintains logs, spreadsheets, and tracking systems to support departmental operations.

Maintains shared calendars and communicates scheduling updates to staff.

Assists and organizes EMS, personnel, and departmental records and required documentation.

Provides personnel and payroll support, and assisting with scheduling of part-time staff based on established guidelines.

May assist with special projects, events, or interdepartmental initiatives as assigned.

Assists with data collection and reporting requirements.

Knowledge, Skills and Abilities

General knowledge of standard office practices, procedures, and office assistance techniques; general knowledge of business English, spelling and arithmetic; general knowledge of departmental programs and policies and terminology; strong attention to detail in data tracking, compliance support, and documentation accuracy; skill in operating standard office equipment and related hardware and software; skill in customer service and professional phone communications; working knowledge of records management and confidentiality requirements, including handling sensitive personnel and medical-related information; ability to coordinate multiple administrative functions across operations, finance, and personnel support areas; ability to understand, interpret, explain and apply policies and procedures; ability to communicate effectively orally and in writing with detail to spelling, grammar, and punctuation; ability to understand and apply laws and established policies to the maintenance of records; ability to deal courteously and effectively with the public; ability to establish and maintain effective working relationships with coworkers, supervisors, and the general public.

Education and Experience

High School diploma or GED and considerable (3-5 years) experience in administrative support, records management, or office coordination; or equivalent combination of education and experience.

Physical Requirements

This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing and using hands to finger, handle or feel and frequently standing and walking; work has standard vision requirements; no special vocal communication skills are required; hearing is required to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

Special Requirements

Valid driver's license in the State of Indiana.

Veteran Affairs Certifying Official designation, upon hire.