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, Operat... more details
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.
Job Abstracts is an independent Job Search Engine. Job Abstracts is not an agent or representative and is not endorsed, sponsored or affiliated with any employer. Job Abstracts uses proprietary technology to keep the availability and accuracy of its job listings and their details. All trademarks, service marks, logos, domain names, and job descriptions are the property of their respective holder. Job Abstracts does not have its members apply for a job on the jobabstracts.com website. Additionally, Job Abstracts may provide a list of third-party job listings that may not be affiliated with any employer. Please make sure you understand and agree to the website's Terms & Conditions and Privacy Policies you are applying on as they may differ from ours and are not in our control.
We would like to take a second to Welcome You to Job Abstracts, the nation’s largest Pure Job Board. With over 3.1 million job listings from 15,000+ Companies & Organizations, we help job searchers find careers that match their interests. As an anonymous user, you have probably discovered how easy our system is to use. However, you have just scratched the surface of what we can offer.
We encourage you to Register so you can use our most powerful features: searching with multiple terms, setting up multiple locations, establishing favorite companies, and accessing your search history. If you find a job you like, you can apply directly for it, and then, keep notes on it. We will also keep a lookout for jobs that match your search terms and email you when we find something you may like.
You can register for free and the system is free to use. If you like our system so far, click on Register and unlock the power required by serious job searchers.
Any time you conduct a search, the system shows you job matches, ranked by their Relevance Score (RS).
The score is calculated by a proprietary algorithm that uses Intelligent Machine Learning.
The Relevance Score tells you how well the job opportunity matches your search term or terms.
When not logged in, the system is limited to one search term. Scores for single term matches are usually lower.
When you register, log in, and set up multiple terms prioritized by importance, the jobs found for you will receive a much higher Relevance Score.