Administrative Support Specialist

Thompson Valley EMS • Loveland, CO

4d • Onsite

About The Position

Under general supervision, the Admin Support Specialist performs a variety of administrative, accounting support, billing support, customer service, and office support functions for TVEMS. Responsibilities include assisting with accounts payable and accounts receivable activities, providing administrative and billing assistance to TVEMS's third-party billing vendor, processing record requests, maintaining accurate records and files, processing correspondence and mail, and supporting routine office operations. The position requires attention to detail, accuracy, confidentiality, organization, professionalism, and the ability to prioritize multiple responsibilities while providing courteous and responsive service.

Requirements

• Associate degree from an accredited college or university, preferably in business administration, accounting, finance, healthcare administration, or a related field; or an equivalent combination of relevant education and experience.
• At least three years of administrative, accounts payable, accounts receivable, billing, accounting support, office services, customer service, or related experience.
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Ability to communicate effectively and professionally, both orally and in writing.
• Ability to organize work, prioritize competing responsibilities, meet deadlines, and maintain accurate records.
• Valid, unrestricted Colorado driver's license.

Nice To Haves

• Experience in EMS, healthcare, public safety, governmental, or other regulated environments.
• Experience supporting accounts payable and accounts receivable functions.
• Experience supporting a third-party billing vendor, medical billing, payment processing, or records management.

Responsibilities

• Provide courteous, professional customer service to visitors, callers, employees, vendors, and other internal and external customers.
• Greet and direct visitors, provide information, and route inquiries and referrals to appropriate personnel or departments.
• Answer, screen, and route telephone calls and messages promptly and appropriately.
• Assist with accounts payable, including data entry, invoice processing, documentation, payment processing, and weekly check runs.
• Assist with accounts receivable and billing, including data entry, payment posting, account reconciliation, documentation, and follow-up.
• Provide administrative and billing support to TVEMS’s third-party billing vendor, including supplying requested information and documentation.
• Research and assist with resolving routine billing, payment, invoice, and account discrepancies; escalate issues as appropriate.
• Process record requests, including routing, tracking, documentation, and maintenance of related records in accordance with applicable policies and confidentiality requirements.
• Schedule and confirm appointments and meetings and coordinate conference rooms and other meeting locations.
• Receive, process, route, and respond to routine correspondence, communications, mail, packages, payments, and deliveries.
• Collect, enter, verify, maintain, and retrieve departmental data, records, and files in physical and electronic systems.
• Prepare, format, distribute, and maintain reports, forms, logs, invoices, payment documentation, correspondence, and other records.
• Coordinate with contractors and service providers regarding office equipment, materials, repairs, and maintenance.
• Maintain a clean, organized, professional, and welcoming public-facing work environment.
• Protect confidential and sensitive financial, customer, patient, and organizational information and follow established privacy, records-management, and information-security procedures.
• Demonstrate accuracy, attention to detail, timely follow-up, initiative, sound judgment, and accountability in performing assigned responsibilities.
• Participate in projects and perform other related duties as assigned.

Benefits

• Defined benefit pension plan and 457 deferred compensation plan with graduated employer match.
• Medical, Dental, and Vision.
• Employer-paid life insurance.
• Employer paid short-term and long-term disability insurance.
• Paid holidays and Paid Time Off.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree