Job Abstract

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.

• 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.

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.

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

• Bilingual in English/Spanish.
• Experience in ambulance/EMS billing.

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.

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.