General Statement of Duties

• This position reports directly to the EMS Chief.
• Responsibilities include providing a variety of skilled routine and complex administrative, clerical, and technical work in assistance to the EMS Chief. Work in this position requires intimate knowledge of pre- hospital emergency medical services operations, managerial knowledge, effective teamwork, initiative, and some independent decision making. This position requires the ability to work as a team member with other support staff to ensure smooth operation of day-to-day business within the department. The position requires frequent contact with department staff, the public, officials representing our municipal partners, and multiple other organizations.
• This position will also provide highly responsible and complex financial, analytical, and executive support to the EMS Chief and coordinate assigned activities with other supervisory EMS staff members.
• This position is responsible for managing financial systems, the policies and procedures of budget development, and other activities including revenue and expense monitoring.
• This position is classified as a FLSA exempt, confidential employee.

Essential Duties and Responsibilities

1. Assists, develops, and implements goals, policies, priorities, and procedures relating to financial management, budget and accounting, and Fire/EMS operations.
2. Develops and maintains a succession planning guide, which includes specific instructions for completion of payroll and bill payment.
3. Provides oversight to and participates in the development and administration of EMS departments’ annual operating and capital budgets.
4. Provides oversight to and participates in the annual financial audit.
5. Conducts research and performs complex data analysis. Proposes process and operational changes that enhance department efficiency and financial outcomes. This includes verification of the processes used by the District’s EMS third party billing agency.
6. Coordinate responses to financial and/or technical inquiries from the general public, elected officials and municipal partners.
7. Research data for cost-benefit analysis and production efficiencies, capital planning and budgeting and assists with procurement processes.
8. Research and propose technology and other innovative solutions to strengthen controls and financial outcomes.
9. Assist with identifying funding sources to support existing and planned program activities as well as participate in the development, writing, and submission of grant proposals to federal, state and private funding agencies.
10. Reviews and monitors with the department purchasing activities to ensure adequate funds are available and processes meet District policies, procedures, and rules.
11. Participates in long term planning processes to ensure funding for large and critical operating, staging, and equipment expenses.
12. Reviews, audits, and submits the department’s payroll processes and procedures; ensure biweekly payroll activities are accurate and within the scope of all District pay policies.
13. Develops and monitors financial and administrative policies to ensure desired outcomes are achieved.
14. Provides responses to inquiries from the general public, elected officials, and other municipal Departments regarding customer complaints, problem resolution operations, etc. Process Freedom of Information Act and other legal requests.
15. Prepares staff reports, resolutions, and/or presentations for commission and other meetings.
16. Conducts research and the preparation of detailed reports including recommendations and implementation strategies.
17. Primary individual for the answering of the telephone system, assisting callers with questions and/or forwarding calls to the appropriate individual/staff member.
18. Primary individual for assisting customers coming into the office.
19. Maintains and prepares a listing of invoices/bills for EMS Commission to review and approve payment of. Act as liaison for the District to ensure invoices/bills are processed accurately.
20. Maintains a complete file of invoices received and paid.
21. Maintains a complete file of receipts and other revenue received by the District.
22. Responsible for coordination and preparation of employee payroll and payment of benefits.
23. Responsible for setting up new employee payroll records and filing appropriate benefit applications.
24. Prepares and maintains the revenue and expenditure accounts and provides a monthly report to the EMS Commission for review.
25. Prepares annual Funding Assistance Program financial reports and submits in a timely manner.
26. Responsible for ensuring that all insurances are maintained and premiums are paid, inventory, equipment, etc. are updated to ensure coverage.
27. Responsible for record management and filing of all documents. This includes originals with proper signatures.
28. Maintains the clothing and education allowance records and issues vouchers appropriately.
29. Prepares and distributes informational materials for EMS Commission, including agendas, postings, notice of and mailing or emailing of this information, under the supervision of the EMS Chief. Sends agenda/packet for each meeting to respective Commission members and provides a copy for the Village/Town records to the Town/Village offices.
30. Responsible for deposit of daily receipts to the bank.
31. Attends all meetings and acts as recording secretary and prepares minutes in final form for review and approval of the Commission.
32. Complete errands for the District at the request of the EMS Chief or EMS Commission.
33. Assists in any other projects as directed by the EMS Chief or designee of the Chief.

These duties are normal for this position. They are not to be construed as exclusive or all-inclusive; other duties may be required and assigned.

Knowledge, Skills, and Abilities Required to Perform Job Functions

Education and Experience

• Minimum education: Bachelor’s degree in Public Administration, Business Administration,
• Accounting, Finance, or related field, or an equivalent combination of education and experience.
• Between four to six years of progressively responsible municipal government experience, preferably in a Fire/EMS environment, managing complex budgets from a variety of funding sources.

Knowledge of

• Local government budget, finance, accounting principles, and practices.
• Advanced knowledge of Microsoft Office suite applications and comfort working with various software including website design, records retention, calendar and email systems.

Ability to

• Prioritize and manage multiple tasks while meeting deadlines
• Work independently with a high degree of initiative
• Excel in a collaborative environment through building relationships, interacting with peers and managers on complex financial and analytical matters
• Communicate clearly and effectively, both verbally and in writing
• Use some discretion or judgment exercised, but supervisor is normally available
• Develop critical goals and objectives for the department where if an error occurs it could result in critical financial loss.
• Develop policies and procedures for an entire department, plus occasional participation in the development of policies which affect other departments in the organization.

Skilled in

• Effectively communicating with internal and external contacts which may require skill in dealing with, and influencing others, and initiating changes in policy/procedures to address the issue to avoid having to deal with the issue again in the future.
• Requires skill in listening, critical thinking, problem analysis and problem solving; written/verbal communication skills; ability to tailor the message, context, and mode of communication to the audience.
• Must possess skill in monitoring one’s own work to ensure quality, accuracy, and thoroughness; sound judgment in recognizing scope of authority; ability to think strategically, commit to innovation and continuous process improvement, and work collaboratively within the organization.
• Excellent attention to detail, organized, accurate, and reliable.

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment. Specific vision abilities required by this job include close vision and the ability to adjust focus.
• While performing the duties of this job, the employee frequently is required to stand and talk or hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms.
• The employee is occasionally required to walk; sit; climb or balance; stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 25 pounds.
• The noise level in the work environment is usually quiet.

Language Ability and Interpersonal Communication

• Accurately enter data at a minimum of 50 wpm.
• Knowledge of general office operations and procedures. Organizational and filing skills are necessary.
• Good customer service skills and ability to communicate effectively with others.
• Ability to comprehend and interpret a variety of documents.
• Ability and knowledge in the use of computers for processing of work.
• Ability to prepare a variety of documents such as letters, grant papers, assessment records and conform to all rules of punctuation, grammar, diction and style.
• Ability to take and prepare minutes in final form.
• Ability to record and deliver information, explain procedures and follow instructions.
• Ability to use and interpret basic legal terminology.
• Ability to work under pressure and meet deadlines.

General Requirements

• Must possess a valid Wisconsin Driver’s License and must be eligible to be bonded.
• Current WI EMT license is preferred.

Hours of Work

Regular office hours are a minimum of 40 hours per week, with the ability to work additional hours per week as needed. Hours worked may be flexibly scheduled due to meetings and/or workload. All hours worked and schedule of hours must be pre-approved by the EMS Chief or designee.

Deer-Grove EMS is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace where all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other characteristic protected by applicable law. We believe in providing equal opportunities for all employees and applicants and fostering a workplace culture of respect, dignity, and inclusion.