Fire & EMS Records Specialist

Primary Purpose of Job & Essential Duties/Responsibilities

Primary Purpose of Job

The primary purpose of this position is to maintain the Emergency Medical Services (“EMS”) billing databases, EMS statistical databases, EMT educational files, and the ordering and stocking of EMS supplies.  This position also provides general office support for the Fire Department.

Under the direct supervision of the EMS/Fire Captain, but the employee works independently on other assigned duties and responsibilities.

Essential Duties and Responsibilities

• Serves as first contact at the Fire Department, greets visitors, answers inquiries, receives complaints, and dispenses information as requested or refers visitors to appropriate personnel

• Provides general office support for the Fire Department such as answering telephone and distributing mail

• Maintains computer records of data relating to EMS for billing and statistical information

• Gathers, tabulates, organizes and prepares EMS statistics

• Coordinates with hospital and other receiving facilities to gather personal information regarding patient for EMS reporting and billing purposes if not obtained by crew at time of service

• Records and monitors employee EMS training and certifications

• Stocks and maintains an inventory of EMS supplies in each ambulance, supply locker, and mass casualty response trailer

• Inventories and tests EMS equipment to ensure it is operational and ready for the next call

• Schedules maintenance of EMS equipment as required based on use or expiration

• Maintains and restocks supplies for the ambulance equipment

• Assists with emergency services calls if qualified

• Serves as secretary for the Local Emergency Planning Committee

• Performs other duties as assigned

Knowledge, Skills, & Abilities

Knowledge of:

• Professional office procedures and practices

• Office filing systems and procedures

• Basic medical terminology

Skills in:

• Operating a personal computer and Microsoft software such as Word, Excel, and Outlook and any specialized software for fire and emergency medical services operations

• Dealing with a variety of people calmly and professionally in a customer service situation, including times when the situation may be stressful

• Communicating and maintaining positive working relationships with others

• Basic reading, writing, and mathematics

Ability to:

• Recognize and maintain confidential information

• Work under extremely stressful situations which result from responding to emergency situations, including the responsibility for remaining calm and carrying out all duties with the recognition of the threat to life and property

• Work within a command structure requiring strict adherence to the following of orders

• Make decisions, sometimes quickly, as to the best course of action for responding to emergency situations

• Communicate well with others, both orally and in writing, using both technical and non-technical language

• Understand and follow oral and written policies, procedures and instructions

• Use logical and creative thought processes to develop solutions according to written specifications and oral instructions

• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines

• Quickly learn and put to use new skills and knowledge

Minimum Qualifications & Other Job Requirements/Expectations

Minimum Qualifications

• High school diploma or possession of a GED

and

• Some office or clerical experience, in a medical setting preferred;

or

• Any equivalent combination of education, experience, or training which provides the knowledge, skills, and abilities necessary to perform the work.

Other Job Requirements or Expectations

• Possession of a valid driver’s license issued by the State of Alaska

• Possession of, or ability to obtain when the first course is available, an EMT I license from the State of Alaska

• Must obtain within 90 days of hire ICS 100 and ICS 700 from FEMA

• Must use appropriate Personal Protective Equipment (“PPE”)

• Must remain physically fit and able to perform the physical requirements of an EMT when qualified

Working Conditions & Physical Requirements

Working Conditions:

• Primarily works in the office and Fire Hall

• When assisting with EMS call, may be both indoors and outdoors, often in inclement weather and subject to potential personal danger

• When assisting with EMS call, employee may be exposed to blood-borne pathogens and other infectious materials

Specific Physical Requirements:

• Frequent standing, sitting, and walking

• Frequent bending, stooping, and kneeling

• Frequent reaching, lifting, pushing, pulling, grasping, and feeling

• Occasional balancing, crouching, climbing, and crawling

• Regularly operates office equipment requiring repetitive hand and arm movement and coordination using a computer and keyboard

• Regularly lifts, pushes, or pulls up to 20 pounds

• Frequently lifts, pushes, or pulls up to 50 pounds, with or without the assistance of proper equipment or the help from another

• Must have excellent vision acuity, both up close and at a distance including ability to visualize depth perception

• Must have excellent verbal and communication skills and hearing capabilities

General Physical Requirements:

• Sufficient clarity of speech and hearing or other communication capabilities which permits the employee to communicate effectively, including during emergency situations which may involve a

high degree of noise

• Sufficient vision or other powers of observation which permits the employee to review documents in electronic and hardcopy form and perform EMS duties and responsibilities when qualified

• Sufficient manual dexterity which permits the employee to operate computers and related equipment and perform EMS duties and responsibilities when qualified

• Sufficient personal mobility and physical reflexes which permits the employee to function in an office and Fire Hall environment and perform EMS duties and responsibilities when qualified