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Administrative Specialist - Fire

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Administrative Specialist - Fire

Salary

$16.79 - $20.99 Hourly

Location

201 E Wye Dr. Baytown, TX

Job Type

Full Time

Job Number

24-00146

Department

Fire

Division

Non CS / Fire

Opening Date

06/12/2024

• Description

• Benefits

• Questions

Job Summary

The City of Baytown Fire Department is seeking a detail-oriented Administrative Specialist to manage essential administrative tasks, including scheduling, record-keeping, and communication support. This role requires proficiency in office software, excellent organizational skills, and the ability to handle sensitive information with discretion. Join our dedicated team and contribute to the safety and efficiency of our community's emergency services.

Performs administrative duties to support the department’s overall mission. Uses/requires office skills to handle: customer service/communications (internal and external), file organization and management, computer skills including data entry, word processing, spreadsheets, databases, and graphics software, mathematical computation, report and letter preparation, and decision making within scope of responsibility.

Duties

• Provides prompt and friendly customer service. Answers phones, greets and directs customers and vendors, answers questions posed by the public, and processes payments. Retrieves, sorts, and distributes interoffice mail.

• Maintains documents and records retention, including storage of physical and electronic records and associated inventory logs.

• Works within various Fire Department software systems.

• Provides administrative support to different Fire Divisions including: Training, Logistics, Operations, Emergency Management, EMS, and the Fire Marshal’s Office.

Duties include but are not limited to the following:

• Training Division

• Processes Training Field billing and collections

• Maintains and tracks Training Field records

• Serves as the main point of contact for vendors

• Orders supplies as needed

• Maintains Training Field budget and records including expense totals, purchase receipts, etc.

• Schedules facility and fire prop usage

• EMS Division

• Serves as the ambulance billing liaison

• Manages all medical records associated with EMS calls and works with third party billing to ensure usage of records is in accordance with rules and regulations

• Processes EMS billing, refunds, and deposits

• Fire Marshal's Office

• Schedules all permits and inspections

• Verifies accuracy and completeness of permit requests

• Ensures that the department remains compliant under Office of Inspector General guidelines

• Performs all other related duties as assigned.

Minimum Qualifications

Required:

• High School Diploma or equivalent (GED).

• Valid driver’s license with an acceptable driving record (must obtain TX driver’s license within 90 days).

• Two years of customer service or general office experience.

OR

• An equivalent combination of education, experience, certification and/or licenses sufficient to successfully perform the essential functions of the job.

Preferred:

• Bilingual in English/Spanish.

• Experience in ambulance/EMS billing.

Knowledge, Skills and Abilities

Ability to multi-task, establish priorities, work independently, and maintain organization. Work requires continual attention to detail in entering, composing, typing and proofing data and materials. Knowledge of business machine operations, personal computers and related software, and accounting/billing processes. Must have high level of interpersonal skills to handle sensitive and confidential situations with both internal and external customers. Position continually requires demonstrated poise, tact, and diplomacy. Ability to get along appropriately with co-workers and the public.

Here at the City of Baytown, in recruiting for our team, we welcome the unique contributions that you bring. We strive to provide a workplace where differences are honored, with a workforce that reflects the diversity of the people we serve.

Attendance is an essential function of this position. The City reserves the right to require an employee in this position to work overtime. This position provides services or performs duties for the benefit of the general public during emergency situations. These may include services or duties different from those performed in the usual course and scope of your job. In the event of an evacuation, the incumbent in this position may be required to remain to perform needed services.

Overall Position Strength Demands

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

To promote health and wellness, we provide a comprehensive benefits program (listed below) to meet the needs of you and your family. Our goal is to help you live and work well – 365 days a year.

Medical

• United Healthcare

• Effective the first day of the month following 30 days of employment

• Annual Deductible (Network) $750 Indiv/$2,250 Family

• In-Network Benefit 80%/20% after plan deductible

• $50 co-pay (general visit)

• RX - $10 Generic/$40 Formulary/$75 Non-Formulary

• Flexible Spending Accounts: Healthcare and Dependent Care expenses

• FREE virtual visits

Dental

• Cigna Dental PPO & DHMO

• Effective the first day of the month following 30 days of employment

• Preventative & diagnostic covered at 100%

• Annual Deductible: $50/Indiv (Cigna PPO) - No annual deductible for Cigna DHMO

Vision

• Superior Vision

• Effective the first day of the month following 30 days of employment

• In-Network exam co-pay $10 & $25 materials co-pay

• Frames: $140 Allowance - Contact Lenses: $160 Allowance

Holistic Health & Wellness

• Employee Wellness Center offering FREE primary care medical treatment for employees & dependents on the Medical plan

• FREE access to gyms, Shipt, and Walmart+ through our employee medical insurance

• Gym partnership with Lee College Wellness Center & swimming pool for $58/year

• Employee Assistance Program providing employees and their household family members up to 8 FREE counseling sessions per issue per year, legal and financial assistance, will generator tools, and more!

• Sick Leave Pool providing participants additional paid sick time if accruals are exhausted.

• SmartDollar: free online program providing tips and tools from Dave Ramsey for getting out of debt and building good saving practices

Retirement

• Texas Municipal Retirement System:

• 7% employee contribution with a 14% employer match

• 5 year vesting

• Retirement Eligibility: 20 years of service/any age - or - 5 years of service/at least age 60

• FREE Life Insurance coverage up to 1X your base annual salary

• MissionSquare and Roth IRA plans: additional voluntary employee participation

Disability Insurance

• Lincoln Financial Group:

• Long-term Disability: paid for by the City. Pays 60% of monthly earnings up to $8,000 per month up to social security age, depending on the disability

• Short-term Disability: voluntary elected coverage. Pays 60% of weekly earnings up to $1,000 per week for up to the first 13 weeks of a disability

Training and Tuition Assistance

• The HUB Employee Training Center: we invest in you by equipping you with the knowledge and skills needed to live out our Purpose and Core Values

• Access to funding up to $1,500 per semester or $3,000 per year for tuition toward courses that are job-related or will enhance your work performance

Generous Paid Sick, Vacation, & Holiday Leave

• 10 holidays per year and one personal employee day per year

• 15 days sick leave per year

• Starting at 10 days of vacation per year; up to 25 days per year

• Sick and Vacation hours roll over annually up to the maximum limit

• 15 days Paid Parental Leave

To explore all of the benefits we offer, please visit: https://baytownbenefits.com/

01

Which of the following best describes your highest level of education completed?

• High School Diploma/GED

• Associate's Degree

• Bachelor's Degree

• Master's Degree

• None of the above

  02

  Do you have a valid driver's license with an acceptable driving record? (Must obtain TX driver's license within 90 days)

• Yes

• No

  03

  How many years of customer service or general office experience do you have?

• Less than 1 year

• 1 - 2 years

• 2 -3 years

• 3 - 4 years

• 4 -5 years

• 5+ years

• None of the above

  04

  If you are bilingual in which language are you most proficient?

• I am not bilingual

• Spanish

• Vietnamese

• Chinese

• French

• Urdu

• Other

• American Sign Language

  05

  Please describe your experience in ambulance/EMS billing. If you have none, please put N/A.

  Required Question

Agency

City of Baytown

Address

2401 Market Street Baytown, Texas, 77520

Phone

281-422-8281

Website

http://www.baytown.org

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