City Of Baytown, TX Baytown , TX 77521
Posted 3 weeks ago
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
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
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
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
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
City Of Baytown, TX