EMS Billing / Administrative Assistant

County of Sandoval; United States; On-site; USD 27,000 - 31,000; Full time

Job summary

Sandoval County EMS/Fire is seeking a full-time administrative specialist to handle billing, records, and general office support. The role requires an associate’s degree and 1 year of related experience, preferably with ambulance billing.

Strong data entry and scheduling skills are essential, with a focus on accuracy and compliance. The position reports to the Fire Chief and operates within a busy municipal office, offering stable hours and opportunities for growth.

Qualifications

• Associate’s degree and 1 year of financial record-keeping or related administrative experience.
• Experience with ambulance or medical services billing preferred.
• Equivalent combination of education and experience accepted.

Responsibilities

• Screen calls, visitors and mail; provide information and assist with requests.
• Maintain calendars and coordinate meetings and travel.
• Enter data, generate reports, and manage budgets and accounts.
• Assist with billing, invoices, and collections related to EMS services.
• Support department management and prepare various reports and materials.

Skills

Financial record-keeping

Billing

Data entry

Office support

Record management

Scheduling

Researching data

Education

Associate’s degree

Tools

Office software

Job description

Department: EMS/Fire All FT Staff Pay: $19.68-$22.64 Close Date: 09-13-2026

MINIMUM QUALIFICATIONS:

Education and Experience: Associate’s degree and one (1) year of financial record-keeping, bookkeeping, and/or billing experience, or full range administrative/office support functions for a department or medium to large size program that includes providing secretarial support duties, data entry, researching and compiling data, coordinating schedules, special projects, records management and retention; prefer experience with ambulance and/or medical services billing; OR an equivalent combination of education and experience.

REQUIRED LICENSES OR CERTIFICATIONS:

• Valid New Mexico driver’s license or ability to obtain a valid New Mexico driver’s license within 30 days of hire.

ADDITIONAL REQUIREMENTS:

Ability to maintain a valid New Mexico driver’s license

SUPERVISION RECEIVED AND EXERCISED:

Position reports to the Fire Chief and does not exercise supervision over lower level staff.

ESSENTIAL JOB FUNCTIONS:

• Screens office calls, visitors, and mail; provides information and assistance including responding to requests for information and assistance; researches information related to department regulations and office policies; refers callers to proper authority; assists the public and other department staff in interpreting and applying policies and procedures; and may sort and distribute mail.
• Maintains calendar of activities, meetings, and various events for assigned staff; makes appointments and maintains appointment calendars; coordinates activities with other County departments, the public and outside agencies; schedules and reserves meeting rooms; coordinates and processes staff travel arrangements.
• Operates a variety of office equipment including copiers, facsimile machine, scanners, and computer; utilizes various computer applications and software packages; enters data; maintains and generates reports from a database or network systems; inputs, maintains, and utilizes data to develop reports using spreadsheet software; creates, formats, and revises charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing, desktop publishing, and other computer applications; monitors and updates inventory, budget, payroll, and account records for department or program; creates requisitions for purchases, monitors expenditures and performs routine analysis on accounts; orders equipment and supplies; assists with the coordination of personnel processes for the department/program; and organizes and maintains storage and filing.
• Assists with compilation of a variety of studies and annual/other reports; maintains website and a variety of information brochures and flyers; designs and prepares department/program invitations, awards, and certificates; coordinates and works with individuals from all levels within the organization; and assists the department or program with other related support functions.
• Reviews and updates all EMS care patient reports; maintains, scans, and posts all insurance information, hospital emergency face sheets and Indian Health PO information to patient reports; takes telephone calls regarding billing charges, address changes and insurance information; scans and e-mails all updated materials to billing service; and calls patients that may qualify for the Health Care Assistance Program.
• Monitors, scans and posts all payments and payment denials to EMS patient care reports from patients, insurance companies, Medicaid, Medicare, Veterans Administration and law offices; prepares daily deposits for the Treasurer's Department; and scans and e-mails all payment and payment denials to the billing service.
• Coordinates, reviews, maintains and invoices all department contracts associated with 911 dispatching, ambulance service contracts, regional EMS contracts, Medical Director Contract and Pharmacy Consulting contract; posts and deposits all payments; and follows up with agencies regarding delinquent payments.
• Provides support to the department management and others as assigned; serves on a variety of committees as assigned; attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate; ensures processes, policies and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, County policies and procedures, rules and regulations.
• Performs other related duties as assigned.

REQUIRED KNOWLEDGE OF:

• Operational characteristics, services, and activities of assigned area responsibility.
• Basic accounting and bookkeeping principles and practices.
• Office management principles and practices in area of assignment.
• Computer hardware and automated accounting systems.
• Techniques in data verification and data entry and proper billing and coding of documents.
• Federal, state, county and departmental policies and procedures affecting assigned work.
• Processes, procedures, and practices of budget monitoring and administration.
• Financial record keeping practices.
• Filing systems and document retention.
• Principles of customer service and public relations.
• Research methods and report preparation.
• Basic mathematics principles and practices.
• Effective communication principles and practices including oral and written communication.
• Modern office procedures, methods, and equipment including computers, computer applications such as word processing, spreadsheets, and statistical databases.
• Proper telephone etiquette.
• English usage, spelling, grammar, and punctuation.
• Principles of business letter writing.

REQUIRED SKILL IN:

• Applying principles and practices specific to department and area of assignment.
• Demonstrating a positive customer service orientation with both internal and external clients.
• Performing responsible secretarial and office support duties involving the use of independent judgment and personal initiative within established guidelines, policies and procedures.
• Using computers and work-related software, including operating automated accounting systems and general office equipment.
• Meeting deadlines and working with multiple projects.
• Maintaining and reconciling accounting records and in identifying and reporting discrepancies.
• Preparing a variety of informative reports in area of assignment.
• Computing rapid and accurate mathematical computations.
• Gathering data and verifying information.
• Responding to inquiries or requests from employees, department management, outside agencies, and the general public.
• Working with equipment, tools, and materials required in area of assignment.
• Communicating effectively verbally and in writing.
• Establishing and maintaining effective working relationships with employees, other agencies, and the public, including meeting and dealing tactfully with the public.
• Utilizing personal computer software programs and other relevant software affecting assigned work and in compiling and preparing spreadsheets.
• Interpreting policies and procedures sufficient to administer, discuss, resolve, and explain them.

PHYSICAL DEMANDS / WORK ENVIRONMENT:

Work is performed in a standard office environment; may be performed in a Temporary Remote Location. Essential and supplemental functions may require maintaining physical condition necessary to sitting, walking or standing for prolonged periods of time, stooping, and lifting books or files of approximately 25 pounds or less. May be exposed to large and working machinery, potential physical harm, and hazardous chemicals. Work frequently involves extended periods of time viewing a computer monitor and operating a keyboard. Work regularly requires speaking, hearing and utilizing a phone, calculator, cell phone, copier or fax machine. Operates a County vehicle as necessary to attend meetings, training and perform related job duties.

We foster an organization that engages its citizens and exceeds their needs. We promote organizational excellence through collaborative leadership, improved communications and the development of employee learned programs. We ensure employees' skills and County policies are aligned with County goals and objectives to sustain investment in public and organizational infrastructures.

Sandoval County is always recruiting for hardworking, qualified people to join our workforce.