Operations Coordinator

Salary : $48,900.80 Annually
Location : San Luis Fire Dept. 1165 N. McCain Ave San Luis, AZ
Job Type: Full-time
Job Number: 3
Department: Fire Department
Division: Administration
Opening Date: 04/29/2025
Closing Date: Continuous

ABOUT THE POSITION
YOUR FUTURE BEGINS HERE.

Join one of the fastest-growing cities in Arizona and the youngest in Yuma County.
As an Operations Coordinator, you will:

• Coordinate and/or perform departmental personnel, payroll, purchasing, inventory, systems maintenance and/or other functions; may perform highly advanced clerical accounting duties; prepare summaries of unit activities; prepare reports and correspondence related to unit activities.
• Provide general administrative support services for management personnel, departments, divisions, and/or programs; serve as a liaison between superiors and staff; receive and screens visitors and callers and exercises considerable judgment in their disposition; schedule meetings and appointments for superiors; make travel arrangements; interpret and explains a limited range of specialized or technical information; may take and transcribe minutes at meetings, conferences or hearings.
• Assist in the preparation of departmental budget and monitors department/division expenditures; prepare purchase requisitions; assists in preparation of specifications.
• May develop and recommend office policies; review office procedures and recommend changes to improve office efficiency and effectiveness; implement changes to office policies and procedures.
• Prepare a variety of difficult and complex reports, letters, resolutions and other documents; maintains and monitors complex work logs and tracking systems; review and analyze complex legal, law enforcement, and other administrative records to identify needed information; develop and maintain complex spreadsheets and databases, either by hand or computer; develop forms, form letters and related documents; may modify or create basic software applications.
• Coordinate activities between the Ambulance Billing Team and the Fire Department to ensure a smooth workflow and effective communication.

• Review prepared documentation from clerical staff and maintains specialized records of departmental operational activities (e.g., invoices, purchase orders, permits, citations, equipment inventories, time and attendance records, personnel records, ambulance documentation, ambulance claim denials, grant submittals, inspections, financial/budget information, etc.).
• Transmit insurance claims to various insurance companies via fax following the required format and procedures; mails invoices and claims to patients and insurance companies, ensuring accuracy on the information presented on the invoices and claims; maintains a log of mailed invoices, including the date of dispatch and recipient details; and monitors the progress and status of submitted claims.
• Monitor overdue accounts and determine when an account should be sent to the collection agency; prepare and sends invoices and account information to the collection agency per established protocols; and maintain a database or spreadsheet to track the status of accounts sent to the collection agency and any updates or payments received.
• Review and identify any self-pay invoices and verifies if the patient has paid the billed amount directly; and update the billing system with the self-payment details, ensuring the appropriate account is marked as paid.
• Contact patients for Insurance Information/mailing address; review accounts with missing or incomplete insurance information; contact patients via phone or email to obtain the necessary insurance details; update the billing system with the obtained insurance information for accurate claims processing; and for self-pay, verifies patient's mailing address when this was not provided during the transportation.
• Conduct reconciliation and reporting of general operations in the Ambulance and Fire Divisions including but not limited to payroll, budget, purchases, and ambulance billing reports to identify any discrepancies and ensure accurate reporting.
• Perform other related duties as assigned.

IDEAL CANDIDATE
Possess the knowledge of:

• Principles and practices of prioritizing, planning, and organizing work.
• Clerical practices related to purchasing, inventory control, clerical accounting, and systems development/maintenance.
• Advanced clerical methods of researching, gathering, organizing, and reporting data.
• Fundamental analytical principles and processes.
• Advanced filing and record keeping systems; complex correspondence and report formats.
• Clerical accounting methods and practices.
• Standard office practices, procedures, and equipment.
• Project/program coordination and implementation.
• Applications of automated information systems.
• Laws, regulations, statutes, policies, and procedures (Federal/State/City) applicable to work unit.
• Business English, spelling, grammar, punctuation, and arithmetic calculations.
• Understanding of confidentiality guidelines to protect financial data and patient information per HIPAA (Health Insurance Portability and Accountability Act).

Possess the ability to:

• Coordinate and prioritize multiple tasks, projects, and program activities.
• Use automated information systems to develop and maintain databases, spreadsheets, and documents.
• Interpret rules, regulations, and procedures.
• Research and compile information and writing reports and recommendations.
• Interact with the public and provide professional customer service.
• Establish and maintain effective working relationships and communicate effectively.
• Research, interpret, and apply laws/regulations, court orders, program policies/procedures, and third-party rules/requirements related to areas such as personnel management, payroll, employee relations, purchasing, inventory control, clerical accounting and systems development/maintenance.

MINIMUM REQUIREMENTS
Education, Training & Experience:

• A Bachelor's Degree in Business Administration, Public Administration, Accounting, Finance, or closely related area of study.
• Two (2) years progressively responsible administrative experience or technical level accounting/bookkeeping experience with some customer service.
  1. Job-related experience may substitute for the required education on a year-for-year basis.

Licenses & Certification:
All Licenses and Certifications required must be maintained throughout employment

• Valid Arizona Driver's License will be required at the time of appointment and must be maintained throughout employment.

Special Requirements:

• Residency in the United States and within 25 miles of the City of San Luis

Desired/Preferred:

• Bilingual in Spanish.
• San Luis residency.
• Governmental experience.

SUPPLEMENTAL INFORMATION
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands
While performing the duties of this job, the employee is regularly required to sit, walk, and stand; talk and hear; use hands to finger, handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is frequently required to lift up to 30 pounds unaided.

Specific vision abilities required for this job include close vision and the ability to adjust focus.

Mental Demands
While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals.

Work Environment:
The employee works in an office environment where the noise level is usually quiet. Certain positions within the classification may require availability to work flexible schedule.
The City of San Luis is committed to Professional Growth and Career Development -

Current employees may be given preferred consideration if they meet the position's minimum requirements.

OPEN UNTIL FILLED
Applications will be reviewed 10 days after the posting date, and interviews will be conducted if a pool of qualified applicants is determined.Interested incumbents are encouraged to apply promptly.
Candidates with the most relevant backgrounds will be invited to participate in the interview/assessment process.
The City of San Luis offers the following benefits to all full-time City employees:

MEDICAL/ DENTAL/ VISION INSURANCE - The City of San Luis is proud to provide medical, dental and vision insurance for it's employees which is administered by 90Degree Benefits. Dependent premiums are paid one month in advance and are pre-taxed. Additional information regarding medical . click apply for full job details