Administrative Manager - Fire

POSITION TITLE:  Administrative Manager - Fire

REPORTS TO: Fire Chief

SUPERVISES: EMS Billing Clerk and Part-Time Billing Clerk

PURPOSE OF POSITION:            

Responsible for the detailed performance and maintenance of all facets of billing procedures for emergency medical services (EMS) for the City of Papillion.  Also responsible for performing executive assistance to the Fire Chief and command staff to ensure the efficient operation of the department.  This position assumes the role of office manager, directing the EMS billing clerks and office staff.  

ESSENTIAL FUNCTIONS:

Supervises staff, including conducting performance evaluations, recommending personnel actions such as performance improvement plans, disciplinary measures, and salary adjustments. Manages and approves time sheets and leave requests. Participates in hiring decisions and supports onboarding and staff development by implementing training plans aligned with departmental expectations and workflows.

Trains, evaluates and updates EMS Billing Clerks on Medicare and Medicaid changes in rules and regulations for EMS billing.  

Responsible for ensuring the accurate and timely billing of Emergency Medical Services (EMS) for the City’s Fire Department; coordinates balance billing with other payers and patients to ensure timely payment of past due accounts.

Determines appropriate billing forms based on services performed; analyzes coding information to determine correct codes and mileage; ensures bills are based on approved billing regulations. 

Prepares and maintains a database of all EMS transports, including date of service, patient name, billing status, and other pertinent information; utilizes a variety of computer software programs related to departmental functions.

Prepares and forwards monthly billing reports to the Fire Chief, City Administrator and Finance Director regarding current and annual service statistics; prepares other reports as needed.

Obtains accurate insurance information from patients or hospitals; exercises discretion to resolve issues or complaints; prepares W-9 and other certification forms for insurance carriers.

Coordinates account reconciliations with the Finance Director and assists in maintaining monthly reports of EMS receipts, process patient and payor refunds as needed.

Completes Medicare revalidation every four (4) years to ensure continued licensure for billing Medicare and Medicaid. 

Negotiates provide contracts and reimbursement rates with independent carriers.  

Establishes and maintains an organized filing system for EMS billing records and related documents.

Attend meetings and conferences to remain informed of current trends and changes in EMS billing regulations, policies, and procedures.

Performs administrative support functions requiring the exercise of independent judgment and knowledge of departmental policies and procedures; assists in maintaining staff records, including seniority list, paid leave, training, and certifications.

Performs professional administrative activities requiring the exercise of considerable independent judgment, a high level of confidentiality and a thorough knowledge of city and departmental policies and procedures.

Provides professional administrative support to the Fire Chief and command staff through composing, editing, and distributing correspondence, reports, memoranda, and other documents.

Orders department supplies, securing the best available pricing.

Coordinate all department phone changes with Cox Business.

Provides public records and information to citizens and other agencies at the discretion of the Fire Chief and in accordance with City policy.

Answers telephones, takes messages, and refers to callers appropriately.

Performs general clerical duties such as typing, photocopying, and front-desk customer service.

Operates standard office equipment, including fax machines, copiers, personal computers, and calculators.

Process department invoices for payment in a timely manner to meet Finance Department deadlines; track invoices in the Excel budget spreadsheet and reconcile expenses approved by City Council.

Updates all personnel records, including tracking onboarding, shift or rank changes, and updating personnel rosters.

Processes requisitions, purchase orders, and contracts through Caselle and Open.gov, in coordination with Finance and Procurement.  Submits vendor applications with W-9 and certificates of liability.

Process, tracks, and reconciles all department donation account balances.

Assist with preparation and administration of the annual department budget.

Establishes and maintains positive public relations with the general public, employees, agencies, and municipal officials.

Utilizes computer software to prepare departmental records, reports, and other documents.

Attend meetings with the Fire Chief, take notes, distribute minutes to maintain official records.

Prepares and distributes departmental documents, including revisions to Standard Operating Procedures, awards certificates, and City Council packets; posts departmental information as needed. 

Physical presence at the assigned job location is an essential function. This position requires on-site attendance during assigned working hours; remote work arrangements are unavailable except under specific circumstances and in accordance with City policies.

MARGINAL FUNCTIONS:

The job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee.  Other duties, responsibilities, and activities may change or be assigned as needed.

ESSENTIAL KNOWLEDGE, EXPERIENCE AND ABILITY:

Knowledge of EMS billing procedures, including Medicare and Medicaid rules and regulations.

Knowledge of city, state and federal laws, policies, and regulations impacting EMS record keeping and financial transactions.   

Knowledge of bookkeeping and accounts receivable principles and procedures.

Ability to perform data entry and retrieval using word processing, spreadsheet and databases programs (e.g., Microsoft Word, Excel).

Knowledge of standard office procedures and clerical techniques.

Ability to perform accurate mathematical calculations using a calculator or adding machine.

Knowledge of departmental operating procedures and policies.

Ability to prepare, analyze, and maintain billing and financial records and reports accurately.

Ability to learn the various community resources and agencies available to the general public.

Ability to maintain confidentiality of departmental communications, records, and transactions.

Ability to plan and organize work, set priorities, and meet deadlines while managing interruptions. 

Ability to interact courteously with the public and coworkers.

Ability to type accurately and operate standard office equipment.

Ability to understand and follow both oral and written instructions.

Ability to communicate effectively, verbally and in writing, in English.

Ability to establish and maintain effective working relationships with the public, employees, and municipal officials.

Ability to maintain regular and dependable attendance on the job, including attendance and job performance for possibly prolonged periods of time when called out on short notice due to weather conditions, emergencies and similar situations of public necessity.

ESSENTIAL EDUCATION, CERTIFICATION AND/OR LICENSES:

Must possess a valid driver’s license at the time of hire.

Must possess a Bachelor’s degree from an accredited college or university with major work in business administration or a related field, or an equivalent combination of education, training, and experience.

Must obtain the NAAC Certification, Certified Ambulance Coder (CAC) within the first twelve (12) months of employment, or timeline established by the Fire Chief, and maintain that certification while employed by the City of Papillion.

Must have experience in working with health insurance systems, Medicare, Medicaid, and EMS billing procedures.

Must have experience using accounting, spreadsheet, and word processing software.

Four (4) years of administrative experience and two (2) years of supervisory experience, preferred.

Must be bondable.

Must have and maintain State of Nebraska Notary Public certification while employed.

ESSENTIAL PHYSICAL DEMANDS AND TYPICAL WORKING CONDITIONS:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.   Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Work is performed indoors in an office setting and requires routine bending, lifting and carrying of office supplies, files and materials. The incumbent frequently sits for extended periods, talks, hears, and must travel between Fire Station and City Hall as needed. 

Hand-eye coordination is necessary to operate computers and other office equipment.  Duties require the use of hands to handle or operate objects, tools, or controls. Work hours may occasionally occur outside of regular hours.  Vision requirements include close vision and ability to adjust focus. The noise level is typically quiet or moderate.

Work requires extensive interaction with the general public and may be stressful when dealing with citizens and/or meeting deadlines.