Administrative Manager - Fire

Overview

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.

• 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 provided 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…