EMS Executive Secretary

City of Richmond•Richmond, IN

28d•Onsite

About The Position

Performs intermediate skilled administrative support work for the Fire/EMS Department, including coordinating records management, scheduling processes, supporting billing and accounts tracking, maintaining compliance documentation, and providing customer and interagency support. Work includes handling sensitive and confidential information and requires coordination across multiple functional areas. Work is performed under the limited supervision of the Assistant Fire Chief or designee.

Requirements

General knowledge of standard office practices, procedures, and office assistance techniques
General knowledge of business English, spelling and arithmetic
General knowledge of departmental programs and policies and terminology
Strong attention to detail in data tracking, compliance support, and documentation accuracy
Skill in operating standard office equipment and related hardware and software
Skill in customer service and professional phone communications
Working knowledge of records management and confidentiality requirements, including handling sensitive personnel and medical-related information
Ability to coordinate multiple administrative functions across operations, finance, and personnel support areas
Ability to understand, interpret, explain and apply policies and procedures
Ability to communicate effectively orally and in writing with detail to spelling, grammar, and punctuation
Ability to understand and apply laws and established policies to the maintenance of records
Ability to deal courteously and effectively with the public
Ability to establish and maintain effective working relationships with coworkers, supervisors, and the general public.
High School diploma or GED and considerable (3-5 years) experience in administrative support, records management, or office coordination; or equivalent combination of education and experience.
Valid driver's license in the State of Indiana.
Veteran Affairs Certifying Official designation, upon hire.

Responsibilities

Assists with documentation review to support compliance with applicable federal, state, and local regulations (e.g., EMS reporting, billing documentation).
Assists with financial processes, including preparing invoices, processing purchase orders and requisitions, receiving payments, maintaining related records, and providing basic account tracking and support.
Performs general clerical duties such as processing mail, ordering supplies, maintaining inventory, and handling office systems (e.g. filing).
Provides administrative support to Fire/EMS leadership, including coordinating communications, maintaining calendars and assisting with schedules, preparing correspondence and reports, organizing meetings, and serving as a point of contact for internal and external participants.
Maintains logs, spreadsheets, and tracking systems to support departmental operations.
Maintains shared calendars and communicates scheduling updates to staff.
Assists and organizes EMS, personnel, and departmental records and required documentation.
Provides personnel and payroll support, and assisting with scheduling of part-time staff based on established guidelines.
May assist with special projects, events, or interdepartmental initiatives as assigned.
Assists with data collection and reporting requirements.