EMS Assistant Chief of Business Operations

J  o  b    D  e  s  c  r  i  p  t  i  o  n

Job Information

Title:

EMS Assistant Chief of Business Operations

Market Range:

EM16

Approved Date:

1/7/2021 4:23:37 PM

FLSA:

Exempt

EEO Code:

PROFESSIONALS

Career Level:

M3

Career Level Description:

Management Level 3

Job Code:

100286

Job Family:

Health Services

Sub Family:

Emergency Medical Services Operations

Primary Purpose

Provides oversight, and management for the EMS department business activities related to job posting and application processes, conducting assessment centers, new hire processes, benefits, human resources and payroll administration. Serves as the HIPAA Compliance Officer for the Wake County EMS System. Oversees the day to day functions of the EMS Business Office. Provides specialized program support as needed. Interacts and communicates with individuals and groups of individuals (within the EMS department, other departments/agencies, vendors, customers and the public) from all education levels, cultural backgrounds and belief structures. Acts with a high degree of courtesy, professionalism, and respect and always keeps in mind the mission statement of, providing prompt, compassionate and clinically excellent care to the citizens of and visitors to Wake County. 

•

Serves as the EMS department Human Resources representative. Coordinates collection, processes documents and maintains records related to human resource, benefits and payroll functions to include but not limited to, paper time sheet corrections, direct deposit and tax form updates, new hire benefit elections and mid-year benefit changes, new or replacement ID badges, parking updates, shared leave donations, tuition reimbursement and demographic updates.  Develops and maintains departmental staff rosters, records and databases. Maintains extensive working knowledge of various computer applications and programs related to human resource, benefits and payroll functions to include but not limited to, Advantage, ESS, Cornerstone, E-Pro Scheduler, FM Interact and the Microsoft Office Suite.

1

20%

•

Provides direct oversight, management and planning activities related to hiring and on-boarding processes. Creates job descriptions, schedules open application periods based on current staffing needs, coordinates and schedules space availability and staff needed for each assessment center. Evaluates referred candidates then invites and schedules them to attend an assessment center. Oversees the processes to conduct criminal background checks, driving record checks, reference checks and personality profiles. Compiles and sorts assessment center data to present to specific hiring managers and teams. Develops forms, instructions and template offer letters to be used by hiring manager. Utilizes multiple computer applications and programs both internal (Cornerstone, Advantage, etc.) and external (CIS, NCAREMS, etc.) throughout the entire hiring and on-boarding process. Manages, schedules and leads a variety of meeting types with various internal and external customers and candidates. Develops and present to a variety of audiences, PowerPoint or other type presentations. Maintains knowledge and understanding of local, state and federal rules governing employment practices with a specific focus on hiring.

2

20%

•

Oversees the day to day operation of the EMS business office. Assists walk-up citizens, customers, internal and external partners and vendors with various requests and needs. Answers phones, sorts mail, accepts deliveries, reorders and restocks office supplies, refills paper in copiers and fax machine, and other administrative tasks as assigned as needed.  Assigns and oversees completion of office tasks to personnel assigned to light duty when needed.  

3

20%

•

Supervises the EMS Business Office staff. Develops employee goals and performance measures. Establishes expectations and clear direction on how to implement and achieve those goals. Evaluates employee performance through direct observation, review of tasks for accurate and timely completion and review of various reports in accordance with established policies, procedures, protocols, and expectations. Provides necessary progressive discipline, including coaching and formal measures. Drafts employee evaluations. Plans and conducts effective meetings related to employee performance.

4

10%

•

Oversees and manages various other programs and databases to include but not limited to EMS employee subpoena service, citizen observational ride-along program, citizen bankruptcy notices, citizen/patient complaints and billing discrepancies.

5

5%

•

Serves as the subject matter expert and provides oversight related to HIPAA compliance for the Wake County EMS System.  Develops and maintains database for documenting, reporting and investigating HIPAA and privacy related compliance and breech complaints. Establishes and maintains working relationships with the county’s legal team, regulatory officials and relevant vendors as it relates to HIPAA. Develops and maintains HIPAA curriculum to ensure compliance with general statutes, regulatory guidelines and standards of practice. Provides HIPAA training to new hires, provide periodic review and if needed training updates to all Wake County EMS System providers. Acts as a resource to contract EMS agencies regarding standards and compliance with HIPAA regulations. Maintains electronic database for documentation and tracking of released and non-released Medical Record Requests. Communicates with a variety of internal and external customers and partners through written and verbal methods as it relates to Medical Record Requests.

6

10%

•

Manages the EMS department annual Physical Ability Testing (PAT). Coordinates with the Office of Professional Development and Logistics to combine with other annual training, Respirator Fit testing and warehouse space availability.  Schedules PAT evaluators for each session. Maintains database to track annual compliance, individual completion times, excused absences and makeups, unexcused absences and if needed discipline issued. 

7

10%

•

Utilizes paramedic skills and hands-on patient care to walk-up citizens and patients of the EMS Business office as well as during emergency activations. Operates an emergency vehicle in a safe and respectful manner in emergency mode (lights and sirens) and in non-emergency mode during all hours of the day and night, in all types of traffic and weather conditions. Maintains, cleanliness of equipment, vehicles and facilities, regularly inventory and restock equipment and vehicles, decontaminate and disinfect equipment and vehicles after every patient encounter. Works effectively both as an individual and as a leader. Delivers prompt, compassionate, and clinically excellent patient care. Performs advanced life support skills utilizing liberal standing order protocols to guide patient care, often in the single responder role.  Integrates with other emergency responders and provides advanced patient care (beyond the function of a regular paramedic) and on scene direction on the scene of high acuity calls. Lifts and carries equipment, stretchers and patients to facilitate response to, treatment and transport of patients. Completes documentation through patient care reporting systems, electronic and paper-based logs, reporting software and databases. Maintains confidentiality and protect sensitive data at all times, in accordance with HIPAA laws, organizational and department policies and procedures.  Functions effectively in a physically demanding environment, requiring strength, flexibility and endurance. Wears personal protective equipment such as turnout gear, chemical protective clothing and respiratory protection.

8

5%

Position(s) may perform other duties in addition to the above as assigned by management.

•

Leads and participates in required meetings and training.

•

Participates in various department specific committees regarding decisions on equipment, supplies, vehicles, uniforms, etc.

•

Participates in community outreach and public education events.

•

Staffs the Emergency Operations Center.

*IMPORTANT* In the event of an emergency, as determined by the County Manager or designee, participation in preparedness and response operations should be expected. Employee may be required to fill a temporary assignment in a role different from standard duties, work hours and/or work location in preparation for, during and after the emergency. Employee may also be required to participate in relevant exercises and regular preparedness training.

Career Level Dimensions

Career Level:

M3

Career Level Description:

Management Level 3

•

Leads Work Groups through other supervisors, managers, and/or professionals.

•

Creates and manages the execution of operational plans for a Work Group that support the achievement of the Division strategy.

•

Typically contributes to overall Division budget planning.

•

Responsible for making moderate to significant improvements of processes, systems or standards to enhance performance of Division.

•

Introduces new ideas and creative solutions to stimulate discussion and thinking in both internal and external situations.

•

Communicates within and outside the Work Group, and may communicate with other parties within the Division or externally.

•

Influences others regarding the area of responsibility’s practices and approaches.

•

Achieves goals through managing a team comprised of managers and/or professionals.

•

Has hiring, firing, promotion and reward authority for direct reports

•

Requires broad management knowledge to lead project teams in one Work Group. Typically has master-level knowledge and skills within a specific technical or professional discipline with broad understanding of other areas within the job function.

Qualifications

•

Associate's degree

•

Five years experience in the area of Emergency Medical Services, Administration, or Business

•

Equivalent education and experience are accepted

•

Detailed knowledge of human resource-related state and federal policy and HR best practices. Knowledge and understanding of local, state and federal rules governing employment practices with a specific focus on new hire, qualifying life event and open enrollment opportunities for election of or changes to insurance benefits, compensation and pay, retirement and separation, FMLA, vacation, sick and other types of leave as well as worker’s compensation.

•

Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources. 

•

Superior customer service skills, integrity, and commitment to collaboration and forward-thinking efficiency. Ability to interact and communicate effectively with individuals at all levels of the organization and outside agencies/partners with tact and diplomacy. 

•

Ability to demonstrate initiative and independent judgment in dealing effectively with ambiguity, recognizing trends, identifying approaches and offering a variety of options and solutions to solve problems, considering the relative costs and benefits of potential actions to choose the most appropriate one.

•

Ability to plan work assignments to assure exemplary customer service and mutually beneficial results. Ability to make logical adjustments in methods or procedures, obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.

•

Supervision skills with ability to provide guidance and professional support to staff, offer regular feedback, hold staff accountable, and serve as a mentor.

•

Ability to handle confidential matters with discretion.

•

Thorough knowledge of all applicable County, State and Federal policies.

•

Ability to navigate various computer software applications and databases and demonstrate a strong ability to multitask by utilizing multiple computer systems. 

•

Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications systems.

An individual must be able to perform each essential duty satisfactorily to perform this job successfully. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies

Adaptability & Flexibility

Changes behavioral style or method of approach when necessary to achieve a goal; adjusts style as appropriate to the needs of the situation. Responds to change with a positive attitude and a willingness to learn new ways to accomplish work activities and objectives.

Enforcing Laws, Rules & Regulations

Enforces governmental laws, rules, and regulations, and initiates enforcement actions in a way that the public perceives as fair, objective, and reasonable.

Initiative

Does more than is required or expected in the job; does things that no one has requested that will improve or enhance products and services, avoid problems, or develop entrepreneurial opportunities. Plans ahead for upcoming problems or opportunities and takes appropriate action.

Organizational Understanding

Understands agendas and perspectives of others, recognizing and effectively balancing the interests and needs of one's own group with those of the broader organization.

Project or Program Management

Structures and directs others’ work on projects or programs.

Professionalism

Thinks carefully about the likely effects on others of one's words, actions, appearance, and mode of behavior. Selects the words or actions most likely to have the desired effect on the individual or group in question. Maintains calmness in stressful or adverse situations. Diplomatically handles challenging or tense interpersonal situations.

Human Resource Management

Knowledge of employee development concepts, principles, and practices related to planning, evaluating, and administering performance management, training, organizational development, and career development initiatives.

Organizational Alignment

Ensures the organization’s goals and objectives align with the County’s mission and vision.

Team Leadership

Willingly cooperates and works collaboratively toward solutions that generally benefit all involved parties; works cooperatively with others to accomplish organizational objectives. Manages staff in ways that improve their ability to succeed on the job.

Integrity

Act with honesty, transparency and respect in our interactions with co-workers and those we serve. Adhere, without exception, to laws, policies, procedures and professional standards.

Accountability

Establish high-quality standards for work. Add value. Measure results and hold self and others accountable for making progress toward desired outcomes. Take a logical and data-driven approach to decision-making.

Diversity

Believe that different backgrounds and experiences strengthen the organization and produce better results. Value inclusion across race, gender, age, religion, identity and experience, and strive to reflect in our workforce the diversity of our community.

Collaboration

Foster a work culture in which different ideas and opinions are encouraged and expected. Listen carefully and speak thoughtfully. Work together toward shared goals with mutual respect and cooperation.

Continuous Improvement

Continuously improve work processes and products. Provide a safe environment to be innovative and creative and try new things. When things don't go as planned, use it as an opportunity to learn, regroup and begin again. Provide time and resources for individuals to grow and develop both personally and professionally.

Wellness

Take proactive steps to be physically fit and healthy, emotionally strong, financially secure and socially fulfilled, while inspiring and empowering others to do the same.

Service Orientation

Commit to making a difference within the community. Actively engage in and enjoy our work. Deliver services that exceed expectations, with courtesy, politeness and sensitivity to the experiences, concerns and feelings of all co-workers and customers.

ADA Checklist

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 accommodations may be made to enable individuals with disabilities to perform the essential functions

Standard ADA Selection:

All Others

Standing

X

Walking

X

Sitting

X

Lifting/Carrying 0-10 pounds

X

Lifting/Carrying 10-20 pounds

X

Lifting/Carrying 20-50 pounds

X

Lifting/Carrying 50-100 pounds

X

Pushing

X

Pulling

X

Climbing

X

Balancing

X

Stooping

X

Kneeling

X

Crouching

X

Crawling

X

Reaching

X

Handling

X

Grasping

X

Fingering

X

Feeling

X

Talking

X

Hearing

X

Visual Perception

X

Repetitive Motions

X

Eye/Hand/Foot Coordination

X

Memorization/Concentration

X

Learning/Knowledge Retention

X

Preparing/Analyzing Numerical Figures

X

Use of Interfaced Commmunication Devices (Phone, Computer, Radio etc.)

X

Analyzing/Examining/Testing Data

X

Emotional/Behavioral Self-Regulation

X

Interacting with Others

X

High Stress Situations

X

Dangerous Situations

X

Emergency Situations

X

Incarcerated Individuals

X

Combative Individuals

X

Animals

X

Comprehension

X

Organization

X

Decision Making

X

Comprehension

Understand complex problems and collaborate to explore alternative solutions

Organization

Organize and prioritize the work schedules of others to manage multiple tasks and/or projects

Decision Making

Make decisions that have significant impact on a department's credibility, operations and/or services

Communication

Communicate in-depth information for the purpose of interpreting and/or negotiating

Extreme cold

X

Extreme heat

X

Humid

X

Wet

X

Noise

X

Hazards

X

Temperature Change

X

Atmospheric Conditions

X

Vibration

X

Computers/Monitors

X

Extreme Darkness

X

Extreme Brightness

X

Radiation

X

Chemicals/Hazardous Waste

X

Gases/Gas Leaks

X

Electrical Hazards

X

Acidid or Harsh Substances

X

Infectious Bacteria/Viruses

X

Infectious Diseases

X

Blood-Borne Pathogens

X

Fumes/Airborne Particles

X

Allergens (variety)

X

Confined Spaces

X

High or Precarious Places

X

Ladders/Step Stools

X

Moving Mechanical Parts

X

Operating Vehicle

X

Operating Light Equipment

X

Operating Heavy Equipment

X