Position Summary:

This position is responsible for overseeing daily office operations.

Major Duties:

• Plans, coordinates, and supervises daily office operations; assists department personnel with performing administrative and clerical duties as needed; provides administrative support to the Deputy Administrator, Deputy Director, and Assistant Fire Chief.
• Assigns and supervises the work of the Administrative Secretary.
• Evaluates office operations; makes recommendations for changes in policies and procedures to facilitate office processes.
• Processes accounts payable; codes invoices to budgetary line and maintains related records; requests purchase orders.
• Monitors weather conditions and Homeland Security updates and warnings; prepares and forwards county-wide situation reports as warranted; works closely with the Director of Emergency Services during activation of the Emergency Operations Center.
• Manages the county-wide identification card system; makes new and replacement cards for all employees.
• Performs various administrative duties: schedules and coordinates meetings and appointments; researches and compiles data for reports and studies; composes routine and confidential reports and correspondence; makes travel and accommodation arrangements for department staff as needed.
• Answers the department telephone; provides information as requested or directs calls to appropriate personnel; takes messages; greets and assists visitors.
• Receives and responds to inquiries, request for assistance, and concerns from other county departments, agencies, organizations, professionals, and the public; assists supervisors with coordinating department activities with those of other departments and agencies as appropriate.
• Prepares billings of dispatching and emergency 911 services provided to local municipalities.
• Attends committee and/or board meetings on behalf of the Direct of Emergency Services as directed.
• Provides support for emergency crews or other duties as directed by the Deputy Director or incident commanders.
• Performs other related duties as assigned.
• Processes medically indigent assistance program applications; verifies income and assets of applicants.
• Maintains ledgers and verifications of notifications to all entities.
• Prepares road petitions for presentation to and approval by the Planning Commission.
• Inputs data from patient care reports from ambulance calls.
• Contacts insurance companies to follow up on claims and process corrections or rejections.
• Communicates with patients to obtain billing information and answer questions regarding their billing statements.
• Makes daily bank deposits.
• Prepares bi-monthly billing statements.
• Attempts to locate current address information for returned mail.
• Uses the in-house Medicate website to verify patient eligibility.
• Processes requests for patient medical records from attorneys.
• Sorts and distributes department mail.
• Answers division phone lines; directs calls and takes messages.
• Maintains billing files and records.
• Updates insurance company manuals and billing codes.
• Performs other related duties as assigned.
• Remains abreast of changes in relevant regulation, including Medicare and Medicaid.
• Ensures that HIPPA procedures are followed when releasing medical information.
• Posts payments and runs credit report to ensure accuracy.
• Communicates with collection service regarding past-due accounts and payment reporting; processes accounts to be turned over for collection.
• Develops, implements, and updates the billing procedures manual.
• Maintains office supplies and billing forms inventory.

Knowledge Required:

• Knowledge of modern office practices and procedures.
• Knowledge of basic accounting and bookkeeping principles and practices.
• Knowledge of county and department policies and procedures.
• Skill in planning and organizing work.
• Skill in performing basic mathematical calculations.
• Skill in maintaining files and records and preparing reports.
• Skill in operating a computer, calculator, copier, and facsimile machine.
• Skill in interpersonal relations.
• Skill in oral and written communication.
• Knowledge of applicable federal, state, and local laws and department policies and procedures.
• Knowledge of the geography of the county, including street and road systems, landmarks, and bodies of water.
• Knowledge of the county’s addressing methods and procedures.
• Knowledge of computer operations, including relational databases.
• Knowledge of techniques for researching maps.
• Knowledge of geographic information systems.
• Skill in reading and interpreting maps.
• FEMA IS course related materials for NIMS, ICS, and EOC functions

Physical Demands:

The work is typically performed while sitting at a desk or table.

WorkEnvironment:

The work is performed in an office. This position is also subject to recall for Emergency Operations Center tasking during planned and unplanned disaster event mitigation and recovery operations. This position is considered an essential employee position for the same.

Minimum Qualifications:

• Ability to read, write, and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.
• Sufficient experience to understand the basic principles relevant to the major duties of the position usually associated with the completion of an apprenticeship/internship or having had a similar positon for one to three years.
• Possession of or ability to readily obtain a valid driver’s license issued by the State of South Carolina for the type of vehicle or equipment operated.
• Knowledge of county department policies and procedures.
• Knowledge of applicable state and federal laws and regulations, including Medicaid regulations.
• Knowledge of general office procedures.
• Knowledge of general accounting and bookkeeping practices.
• Knowledge of medical terminology and insurance billing codes.
• Skill in operating such office equipment as a computer, calculator, shredder, copier, and facsimile machine.
• Skill in maintain files and records.
• Skill in interpersonal relations.
• Skill in performing basic mathematical calculations.
• Skill in oral and written communication.
• Skill in maintaining accurate accounts and records.

Application Procedure:

Application Procedure:  Only applicants submitting an application, resume and 3 letters of references (professional references only, please) to Jasper County Human Resources, PO Box 150, Ridgeland, SC  29936 will be considered.  Applications are available on line at www.jaspercountysc.gov  or, may be obtained in person at the Clementa C. Pinckney Government Building, 358 Third Avenue, Ridgeland, SC  29936.  APPLICANTS WILL BE DRUG TESTED AND MUST SUCCESSFULLY PASS A CRIMINAL BACKGROUND CHECK.   APPLICATION DEADLINE:  Open until filled.