Fire Administrative Specialist

Build Your Future with the City of Boca Raton!

At the City of Boca Raton, a career in public service is more than a job — it’s your chance to make a meaningful impact in a vibrant and sustainable coastal community. Driven by our core values of Fairness, Integrity, Respect, Service, and Trust, we are committed to fostering a workplace where employees feel appreciated, inspired, and supported.

Why Boca Raton?

As the second largest city in Palm Beach County, the City of Boca Raton offers robust benefits to its employees:

• Health Insurance Benefits: No-cost employee Medical, Dental & Vision plans
• Generous Paid Time Off: 12 paid holidays + vacation, sick, and 3 floating holidays
• Continuous Service Benefit: Paid out annually after 5 years of service
• Work-Life Balance: Flexible work schedule
• Retirement Plans: Two pension/retirement options to choose from

Whether you're starting out or looking to take your public service career to the next level, the City of Boca Raton offers the tools, resources, and culture to help you succeed. 

Apply now and join the city that’s building careers and shaping a stronger tomorrow!

This position performs a variety of duties in administering payroll and maintaining the accurate and complete billing and recording of payments for the Fire Rescue and Emergency Medical Services (EMS) Department. Employees in this classification are expected to exercise a high degree of independent judgment based on experience and knowledge of Department operations. Deviations from standard policies and procedures are referred to a higher level for decision. This is a service-oriented position, which provides information to employees, the general public, medical and insurance providers, and associated organizations in response to inquiries.

• Maintains and prepares pay, leave, status change, deductions, and other payroll related records, including time pool donations.
• Makes changes to payroll file and updates payroll related files.
• Compiles and processes payrolls and deductions.
• Checks time sheets for accuracy and compliance with union contracts; including Federal, State and City policies.
• Transfers payroll exceptions and totals payroll on forms; including disabilities, FMLA, and military leave maintenance.
• Performs a variety of job-related functions including report processing, documentation review, gathering and preparing data, specialized projects, and providing information as needed.
• Responds to questions or complaints in person, in writing, or by telephone.
• Receives inquiries and concerns, ascertains the nature of the request, and resolves personally, directs to the appropriate individual or department, or acts as liaison to the appropriate personnel.
• Assists with contracts/agreements associated with position duties as needed.
• Records and maintains a variety of statistical information and processes and distributes monthly, quarterly, or annual reports related to same.
• Generates various correspondence, memos, reports, forms, or other relevant materials appropriate to the assigned department.

 

When assigned EMS Billing and Customer Service functions:

 

• Maintains EMS ambulance billing records to include balancing of monthly financial reports.
• Researches, verifies, updates, and ensures the accuracy of information in the patient care reporting system to be submitted to the billing agency.
• Coordinates with the outside billing agency to capture missing or incomplete data necessary for billing.
• Reconciles dispatch log to monthly billing report to ensure accurate billing of all patient accounts.
• Provides customer service to patients regarding insurance and payment issues, hospital representatives, citizens, attorneys, county employees, and other customers.
• Assists with the resolution of minor routine administrative and billing problems.
• Provides medical records in response to subpoenas via the County Attorney's office and requests from attorneys, patients, hospitals, or other agencies.
• Ensures compliance with the Health Insurance Portability and Accountability Act (HIPAA), Departmental procedures, and other legal mandates governing the proper release of medical records and/or protected health information (PHI).
• Maintains department record keeping, filing systems, and relevant materials appropriate to customer care.

Knowledge of:

• Business English and good skills in grammar, spelling, and punctuation.
• The administrative and procedural aspects of City government.
• Considerable knowledge of bookkeeping terminology and methods

Skilled in:

• Software skills, or equivalent systems, for the following programs: Microsoft Word, Microsoft Excel, Microsoft Outlook.
• Strong public and employee relations skills.
• Excellent organizational skills.

Ability to:

• Operate general office equipment.
• Accept and balance necessary direction from more than one supervisor.
• Work independently or under minimal supervision. 
• Maintain positive, friendly, and professional environment.
• Prioritize workload and handle multiple projects and deadlines in an efficient and effective manner.

• High school diploma or GED equivalent required.
• Two (2) years clerical or office support work experience required.
• Possession of valid state of Florida Class “E” driver's license required

PREFERRED QUALIFICATIONS:

• Customer service experience in a professional office setting preferred
• Software skills, or equivalent systems, for the following programs: Microsoft Word, Microsoft Excel, Microsoft Outlook (or equivalent) is preferred

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:
Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:

• Criminal Background Check
• Employment Verification 
• Motor Vehicles Report (MVR) Check