Overview
Contracts Administrator Sr. – Sikorsky CH-53K (HYBRID TELEWORK) Jobs in Stratford, CT at Lockheed Martin
Administrative Assistant FIRE-EMS/23 – 124
Fire / EMS / EMA
JOB SUMMARY
This position provides administrative and secretarial support to the Department of Fire and
Emergency Services in any of the Department’s established sections.
MAJOR DUTIES
1. Prepares letters, press releases, memoranda and reports; proofreads documents; establishes formats for
special projects; transcribes minutes.
2. Assists all department managers and personnel with technical and administrative support.
3. Assists all station officers with clerical requests as needed.
4. Prepares Board of Commissioners’ agenda requests for the department.
5. Processes revisions to and distributes departmental policy and procedures manuals; maintains library of
policies and procedures manuals.
6. Coordinates department accreditation documents and annual compliance reports.
7. Maintains COOP manual and EMS Billing manual and other manuals used by the department.
8. Maintains leave records for all department personnel, entering information into the department’s record system.
9. Receives Roll Call reports from all stations on a daily basis.
10. Receives Overtime and Comp Time reports from all stations.
11. Completes payroll process for 80 and 106-hour employees with separate payroll codes; insures accuracy and
completeness of information.
12. Responds to Human Resources Department requests to resolve payroll problems or to provide information.
13. Assists in the maintenance of confidential personnel records.
14. Maintains monthly On-Line Personnel Staffing report.
15. Places orders for office supplies and other items and maintains office supplies and inventory and assists with
office equipment maintenance.
16. Processes incoming and outgoing mail.
17. Answers telephone and greets visitors; provides information and assistance; takes messages; refers to
appropriate personnel.
18. Expedites construction / site plan / commercial hood systems / fire sprinkler system / fire alarm / blasting permit
documents from business owners, contractors and architects in a timely matter.
19. Builds and Enters building and contact information into FirePoint, ImageTrend, or Sages database.
20. Issues various permits/certificates; and related files and records including Residential Burns, Commercial
Burns, Construction Plans, Fire Safety Compliance Certificates, Fire Sprinkler System, Commercial Hood,
Suppression System, Flammable/Combustible, Blasting Permit, Flammable Finishing Booths, Fire Works,
Bonfire, and Special Permits to assure compliance with related ordinances.
21. Schedules inspections for Fire Marshal or Inspector.
22. Receives and accounts for funds received. Perform weekly deposits utilizing software program (Munis) to
receipt payments for funds received.
23. Schedules public relations events for Fayette County residents, communities, schools, churches, etc. in a timely
manner as requested, and utilize existing software programs to coordinate with approval from Assistant Fire
Chief and responding Fire Stations.
24. Reviews, corrects, and submits patient billing to the county’s contracted billing service provider. Processes
ambulance refunds; completes paperwork for patients applying for financial aid.
25. Reviews and makes corrections to Patient Care Records submitted by station personnel; checks for accuracy
and proper documentation.
26. Assists in maintaining inventory of EMS supplies, equipment, and pharmaceuticals.
27. Processes inquiries from patients, billing company, and insurance companies.
28. Performs other related duties as assigned.
29. Query monthly Fire Hydrant Reports as it relates to: Hydrant Obstructions, Missing Tags and Hydrant Repair
for Fayette County Water System and Fire Marshal for further action.
30. Assist builders, contractors, and public with information on Fayette County requirements as it relates to the
Administrative Assistant, Fire & EMS
building permitting process.
31. Monitors expired permits and other permit holders for requirements and fee due.
32. Coordinate with Fayette County Probate Court (Clerk of Court) and pyrotechnic companies when submitting
corresponding application and supporting documents for review by the Fire Marshal with regard to fireworks
displays, notice, acknowledgment and waivers.
33. Coordinate with Fayette County Code Enforcement regarding Personal Care Homes, Foster Care Homes and
Group Homes per calendar year in reference to County Code Article VI and residential fire sprinkler system
(NFPA 13R) as outlined in the Fayette County Code, Chapter 9, Fire Prevention and Protection.
34. Provide information regarding divisional activities of New Businesses, Plan Reviews, Public Relations,
Commercial/Residential Burn Permits Issued, Public Participants and Smoke detectors installations to
contribute to Department of Fire & Emergency Services Annual Report.
35. Reviews Patient Care Reports for sound documentation; processes hospital face sheets; sends related
documentation to EMS billing company in a timely manner.
36. Processes patient payments and notifies the EMS billing company to reflect the patient accounts.
37. Processes medical records and bills for attorneys’ offices.
38. Assists with new-hire testing and certification testing at the Fire/EMS Training Facility.
39. Receives, reviews, and processes records requests from attorneys’ offices, Solicitor General, District Attorney,
County Coroner’s office and any other open record requests.
40. Assists in oversight of the EMS billing process; processes collections list from EMS billing company before it is
released to collections.
41. Assists patients with financial aid packets.
42. Processes subpoenas, notifies, and disperses the documents in a timely manner.
43. Maintains training files for all department employees.
KNOWLEDGE REQUIRED BY THE POSITION
1. Knowledge of the principles and practices of records management.
2. Knowledge of modern office practices and procedures.
3. Knowledge of county payroll policies and procedures.
4. Knowledge of FMLA requirements.
5. Knowledge of computers and job-related software programs.
6. Skill in public and interpersonal relations.
7. Skill in the use of fax machine, scanner, copy machine and other office equipment.
8. Skill in oral and written communication Ability to operate a personal computer and various office machines.
9. Proficiency on Microsoft Office applications including Word, Excel, Visio, and PowerPoint.
10. Ability to become proficient in departmental and State Fire/EMS reporting software.
SUPERVISORY CONTROLS
The supervisor assigns work in terms of general instructions. The supervisor spot-checks completed work for
compliance with procedures, accuracy, and the nature and propriety of the final results.
GUIDELINES
Guidelines include HIPPA regulations, State of Georgia Rules for Ambulance Services, the EMS Billing Compliance
Administration Manual county and department policies and procedures. These guidelines are generally clear and
specific, but may require some interpretation in application.
COMPLEXITY/SCOPE OF WORK
• The work consists of related administrative duties. The need to perform different tasks simultaneously
contributes to the complexity of the position.
The purpose of this position is to perform administrative and secretarial support for the entire department.
Success in this position contributes to the efficiency and effectiveness of department operations.
CONTACTS
Administrative Assistant, Fire & EMS
Contacts are typically with members of the public, other county employees, vendors, business owners,
attorneys and insurance companies.
Contacts are typically to give or exchange information; resolve problems; and provide services.
PHYSICAL DEMANDS/ WORK ENVIRONMENT
The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, stooping,
or crouching. The employee occasionally lifts light and heavy objects.
The work is typically performed in an office.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY
None.
SPECIAL CERTIFICATIONS AND LICENSES
Possession of a valid State of Georgia driver’s license (Class C) and a satisfactory Motor Vehicle Record (MVR)
in compliance with County Safety and Loss Control Guidelines.
ADA COMPLIANCE
Fayette County is an Equal Opportunity Employer. ADA requires the County to provide reasonable
accommodations to qualified individuals with disabilities. Prospective and current employees are invited to
discuss accommodations.
HIPAA COMPLIANCE
The Health Insurance Portability and Accountability Act of 1996, as amended, requires employees to protect
the security of Protected Health Information (PHI) however it is obtained, handled, learned, heard or viewed in
the course of their work.
DRUG AND ALCOHOL COMPLIANCE
In accordance of Fayette County’s Substance Abuse Policy of 1996, as amended, all job applicants offered
employment will undergo testing for the presence of illegal drugs and alcohol as a condition of employment. In
the course of employment, employees are subject to random, reasonable suspicion, post-accident, and routine
fitness for duty testing for illegal drugs and alcohol abuse. Employees are prohibited to work under the influence,
to possess, to distribute, or to sell illegal drugs in the work place or abuse alcohol on the job. Confirmed positive
is reason for denial of employment and/or termination.
MINIMUM QUALIFICATIONS
Ability to read, write and perform mathematical calculations at a level commonly associated with the completion
of high school or GED.
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 position for one to two
years.
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Title: Contracts Administrator Sr. – Sikorsky CH-53K (HYBRID TELEWORK)
Company: Lockheed Martin
Location: Stratford, CT
