Secretary, Emergency Medical Services - Full Time

Mercyhealth•Janesville, WI

About The Position

The Secretary for the Emergency Medical Services department assists the executive director and management staff with organizing and communicating information and serves as the contact person for access to administrative staff functions. The position provides administrative support to agency staff and special projects, coordinates meetings and agency functions, and handles office and supply-related tasks. It also supports billing and patient-account activities when another team member is absent, including payroll entry, billing, insurance verification and authorization, payment entry, records maintenance, and correspondence follow-up. The Secretary assists with invoice and requisition processing, equipment and cell-phone tracking, printed-material ordering, and annual budget planning. The role requires some independent judgment, with alternatives limited by standard practices and procedures.

Requirements

High school diploma or equivalent.
Three years of experience and/or training in the secretarial field, or an equivalent combination of education and experience.
Excellent interpersonal and communication skills.
Good organizational skills.

Responsibilities

Schedule appointments, meetings, seminars, and other functions for the Executive Director and agency staff.
Coordinate partner and agency functions as requested and secure meeting-room reservations for staff.
Answer the director’s telephone as needed, screen calls, and direct them appropriately.
Transcribe, type, and proof correspondence; create agency forms, spreadsheets, memos, agendas, reports, policies, and notices.
Order office supplies and building supplies, and stock building-supply shelves.
Create, organize, and maintain logs and files.
Provide administrative support for special projects.
Attend meetings and participate on committees as directed, take meeting minutes, and distribute final reports.
Code, process, and pay invoices using the portal system.
Process requisitions for requested items using the PMM system.
Provide backup billing and patient-account support, including skilled staff payroll entry, entering services for billing, insurance verification and authorization, maintaining billing records, entering payments, and following up on correspondence.
Help maintain spreadsheets to ensure authorization is obtained for services rendered for commercial, Medicaid Managed, and Medicare Managed cases.
Perform other billing tasks as needed and process invoices for patient supplies.
Record, track, and update agency equipment disbursement to partners.
Order printed materials.
Track, record, activate, and suspend agency field staff cell phones.
Assist with the annual budget planning process.