Central EMS Administrative Assistant/Receptionist in Fayetteville, Arkansas

GENERAL DESCRIPTION OF POSITION

This is an administrative position providing relatively complex and confidential office work specific to the Washington County Regional Ambulance Authority-Central EMS. Independent judgment is exercised, based on knowledge of duties. Work involves regular contact with employees, supervisors, customers, and the public on matters of significance to the department and may involve routine contacts with elected officials. Exercise courtesy, tact and diplomacy in dealing with others. Work can be of a highly confidential nature and involves the skilled use of a computer.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Meet the public, receive telephone calls and visitors, ascertain nature of business and direct to appropriate authority for disposition.

  • Compose and transcribe correspondence. Prepare and modify documents including correspondence, reports, drafts, memos and emails.

  • Receive, send and sort mail.

  • Maintain electronic and hard copy filing system.

  • Prepare and maintain payroll timekeeping records.

  • Review and process invoices and receipts for payment.

  • Maintain confidential and various other records pertaining to the department's procedures and activities. Maintain personnel files.

  • Schedule appointments and arrange and coordinate meetings with officials, citizens and community committees.

  • Prepare and distribute agendas, minutes and any other meeting correspondence.

  • May represent the Chief or Assistant Chief at various meetings.

  • Participate in training classes as assigned.

  • Assist in the preparation of the Department budget and keep appropriate budgetary information available and up-to-date.

  • Assist in the development of the Strategic Plan and related reports.

  • Perform any other related duties as required or assigned.

  • Accounts receivables. (Collecting payments in the form of cash, check, electronic fund transfers, and credit card payments from private pay accounts as well as from insurance companies. Ensuring proper posting of these payments in either of the two software programs. Calculating daily deposits and running reports in the software to ensure the amounts posted match the amount of money that came in for the day. Spot auditing all accounts while entering daily payments to ensure any mistakes are caught at that time).

  • Follow-up on claims to ensure proper payment. (Contacting insurance companies to follow-up on claims, correcting any necessary information, following up on denials from insurance companies, filing appeals and reconsiderations to insurances on behalf of our patients).

  • Accept responsibility and accountability for billing customers and insurance companies (coding the medical claims with proper information for submission, ensuring correct patient demographic information and insurance information for billing purposes, researching and correcting any accounts that we received returned mail from. Handle organizational filing, restocking and resupplying).

  • Accurately filing insurance claims for commercial insurances, automobile accident claims, Workman's Compensation, and Medicare/Medicaid (including both electronic submissions and paper claims). Printing and attaching any necessary information to claims that require additional information to process: ie: medical records, primary explanation of benefits, etc. Keeping updated on all new laws, rules and regulations concerning Medicare, Medicaid, Workman's Compensation, and auto insurance).

  • Maintain our membership program by applying charges to each account, printing and sending out monthly billing statements, collecting payment by cash or check, applying payments to each account and then follow up when payments have not been received.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

High school or GED, plus specialized schooling and/or on the job education in a specific skill area; e.g. data processing, clerical/administrative, equipment operation, etc, plus 2 years related experience and/or training, and 12 to 18 months related management experience, or equivalent combination of education and experience.

COMMUNICATION SKILLS

Ability to write reports, business correspondence, and policy/procedure manuals; Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.

CRITICAL THINKING SKILLS

Ability to solve practical problems and deal with a variety of known variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or diagram formats.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

Not indicated.

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS

Not indicated.

SOFTWARE SKILLS REQUIRED

Intermediate: 10-Key, Accounting, Alphanumeric Data Entry, Database, Spreadsheet, Word Processing/Typing

Basic: Contact Management, Human Resources Systems, Payroll Systems, Presentation/PowerPoint

INITIATIVE AND INGENUITY

SUPERVISION RECEIVEDUnder direction where a definite objective is set up and the employee plans and arranges own work, referring only unusual cases to supervisor.

PLANNINGLimited responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work operations.

DECISION MAKINGPerforms work operations which permit frequent opportunity for decision-making of minor importance and which would not only affect the operating efficiency of the individual involved, but would also affect the work operations of other employees and/or clientele to a slight degree.

MENTAL DEMAND

Close mental demand. Operations requiring close and continuous attention for control of operations. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization's administration and operations; also to determine or select material and equipment where highly variable sequences are involved.

ANALYTICAL ABILITY / PROBLEM SOLVING

Moderately structured. Fairly broad activities using moderately structured procedures with only generally guided supervision. Interpolation of learned things in somewhat varied situations.

RESPONSIBILITY FOR WORK OF OTHERS

The level of direct supervisory responsibility for the assignment of job duties, training, leadership, guidance, needs of employees, hiring, terminating and/or direction of the effort of others. Scoring will depend upon the number and classification of people normally supervised or directed, and the scope of complexity of the operations involved in the supervisory responsibility. (Job classification which involves no supervision will not be assigned a point value for this factor.)

No supervision.

Supervises the following departments: Not indicated.

RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT

Occasionally responsible for organization's property where carelessness, error, or misappropriation would result in moderate damage or moderate monetary loss to the organization. The total value for the above would range from $5,000 to $150,000.

ACCURACY

Probable errors of internal and external scope would have a moderate effect on the operational efficiency of the organizational component concerned. Errors might possibly go undetected for a considerable period of time, thereby creating an inaccurate picture of an existing situation. Could cause further errors, losses, or embarrassment to the organization. The possibility for error is always present due to requirements of the job.

ACCOUNTABILITY

FREEDOM TO ACT

Generally controlled. General processes covered by established policies and standards with supervisory oversight.

ANNUAL MONETARY IMPACT

The amount of annual dollars generated based on the job's essential duties / responsibilities. Examples would include direct dollar generation, departmental budget, proper handling of organization funds, expense control, savings from new techniques or reduction in manpower.

None. Job does not create any dollar monetary impact for the organization.

IMPACT ON END RESULTS

Moderate impact. Job has a definite impact on the organization's end results. Participates with others in taking action for a department and/or total organization.

PUBLIC CONTACT

Extensive contacts with various diversified sectors of the public environment; wherein, the contacts are of major importance and failure to exercise proper judgment can lead to substantial losses to the organization.

EMPLOYEE CONTACT

Contacts with other departments or offices and also frequently with individuals in middle level positions; consulting on problems which necessitate judgment and tact in presentation to obtain cooperation or approval of action to be taken. Also, important contacts with associates as required in advanced supervisory jobs.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS

Regular use of complex machines and equipment (desktop/laptop computer and software, road and production machines and equipment, driver's license/cdl, etc.)

WORKING CONDITIONS

Periodically exposed to such elements as noise, intermittent standing, walking, occasionally pushing, carrying, or lifting; but none are present to the extent of being disagreeable.

ENVIRONMENTAL CONDITIONS

The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the functions of this job, the employee is occasionally exposed to risk of electrical shock.The noise level in the work environment is usually moderate.

PHYSICAL ACTIVITIES

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

Semi-repetitive, low physical. Semi-repetitive type work which requires periods of concentration for varied time cycles as prescribed by the tasks.

While performing the functions of this job, the employee is regularly required to sit, use hands to finger, handle, or feel, talk or hear; and frequently required to stand, walk, reach with hands and arms; occasionally required to climb or balance, stoop, kneel, crouch, or crawl, taste or smell. The employee must occasionally lift and/or move up to 50 pounds; frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision; distance vision; color vision; peripheral vision; depth perception; and ability to adjust focus.

ADDITIONAL INFORMATION

Not indicated.

Date Prepared: September 17, 2014Date Revised: May 24, 2016