City of Papillion · 5 days ago
Administrative Manager - Fire
Papillion, NE
Full-time
Onsite
Mid, Senior Level
4+ years expThe City of Papillion is seeking an Administrative Manager for their Fire Department. This role is responsible for overseeing EMS billing procedures, providing executive assistance to the Fire Chief, managing staff, and ensuring the efficient operation of the department.
Government Administration
Responsibilities
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 provide 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 packets; posts departmental information as needed
Qualification
Required
Must possess a valid driver's license at the time of hire
Must possess a Bachelor's degree from an accredited college or university with major work in business administration or a related field, or an equivalent combination of education, training, and experience
Must obtain the NAAC Certification, Certified Ambulance Coder (CAC) within the first twelve (12) months of employment, or timeline established by the Fire Chief, and maintain that certification while employed by the City of Papillion
Must have experience in working with health insurance systems, Medicare, Medicaid, and EMS billing procedures
Must have experience using accounting, spreadsheet, and word processing software
Must be bondable
Must have and maintain State of Nebraska Notary Public certification while employed
Knowledge of EMS billing procedures, including Medicare and Medicaid rules and regulations
Knowledge of city, state and federal laws, policies, and regulations impacting EMS record keeping and financial transactions
Knowledge of bookkeeping and accounts receivable principles and procedures
Ability to perform data entry and retrieval using word processing, spreadsheet and databases programs (e.g., Microsoft Word, Excel)
Knowledge of standard office procedures and clerical techniques
Ability to perform accurate mathematical calculations using a calculator or adding machine
Knowledge of departmental operating procedures and policies
Ability to prepare, analyze, and maintain billing and financial records and reports accurately
Ability to learn the various community resources and agencies available to the general public
Ability to maintain confidentiality of departmental communications, records, and transactions
Ability to plan and organize work, set priorities, and meet deadlines while managing interruptions
Ability to interact courteously with the public and coworkers
Ability to type accurately and operate standard office equipment
Ability to understand and follow both oral and written instructions
Ability to communicate effectively, verbally and in writing, in English
Ability to establish and maintain effective working relationships with the public, employees, and municipal officials
Ability to maintain regular and dependable attendance on the job, including attendance and job performance for possibly prolonged periods of time when called out on short notice due to weather conditions, emergencies and similar situations of public necessity
Four (4) years of administrative experience and two (2) years of supervisory experience, preferred
Company
City of Papillion
#Papillion is a welcoming community in the fastest growing county in Nebraska.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase