Secretary, Emergency Medical Services - Full Time

Mercyhealth Wisconsin and Illinois•Janesville, WI

4d•$16 - $23

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 a contact person for access to administrative staff functions. This is a full-time position scheduled for 40 hours per week on the day shift. The role provides administrative support across the agency, including scheduling and coordinating meetings and events, handling correspondence and records, processing invoices and requisitions, supporting special projects, and assisting with billing services and equipment tracking. The position also helps with annual budget planning.

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 reserve meeting rooms for staff.
Answer and screen telephone calls for the director, directing calls appropriately when needed.
Transcribe, type, and proof correspondence; create agency forms, spreadsheets, memos, agendas, reports, policies, and notices.
Order office supplies and building supplies, and stock shelves with building supplies.
Create, organize, and maintain logs and files.
Provide administrative support for special projects.
Attend meetings and serve 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 support, including skilled staff payroll, entering services for billing, verifying insurance and authorizations, maintaining billing records, entering payments, and following up on correspondence when another team member is absent.
Help maintain a spreadsheet to ensure authorization is obtained for services rendered for commercial, Medicaid Managed, and Medicare Managed cases.
Complete 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.