Administrative Support Specialist
NewBe an early applicantPOSITION SUMMARY
Under general supervision, the Admin Support Specialist performs a variety of administrative, accounting support, billing support, customer service, and office support functions for TVEMS. Responsibilities include assisting with accounts payable and accounts receivable activities, providing administrative and billing assistance to TVEMS's third-party billing vendor, processing record requests, maintaining accurate records and files, processing correspondence and mail, and supporting routine office operations.
The position requires attention to detail, accuracy, confidentiality, organization, professionalism, and the ability to prioritize multiple responsibilities while providing courteous and responsive service.
ESSENTIAL FUNCTIONS & DUTIES
- Provide courteous, professional customer service to visitors, callers, employees, vendors, and other internal and external customers.
- Greet and direct visitors, provide information, and route inquiries and referrals to appropriate personnel or departments.
- Answer, screen, and route telephone calls and messages promptly and appropriately.
- Assist with accounts payable, including data entry, invoice processing, documentation, payment processing, and weekly check runs.
- Assist with accounts receivable and billing, including data entry, payment posting, account reconciliation, documentation, and follow-up.
- Provide administrative and billing support to TVEMS’s third-party billing vendor, including supplying requested information and documentation.
- Research and assist with resolving routine billing, payment, invoice, and account discrepancies; escalate issues as appropriate.
- Process record requests, including routing, tracking, documentation, and maintenance of related records in accordance with applicable policies and confidentiality requirements.
- Schedule and confirm appointments and meetings and coordinate conference rooms and other meeting locations.
- Receive, process, route, and respond to routine correspondence, communications, mail, packages, payments, and deliveries.
- Collect, enter, verify, maintain, and retrieve departmental data, records, and files in physical and electronic systems.
- Prepare, format, distribute, and maintain reports, forms, logs, invoices, payment documentation, correspondence, and other records.
- Coordinate with contractors and service providers regarding office equipment, materials, repairs, and maintenance.
- Maintain a clean, organized, professional, and welcoming public-facing work environment.
- Protect confidential and sensitive financial, customer, patient, and organizational information and follow established privacy, records-management, and information-security procedures.
- Demonstrate accuracy, attention to detail, timely follow-up, initiative, sound judgment, and accountability in performing assigned responsibilities.
- Participate in projects and perform other related duties as assigned.
MINIMUM QUALIFICATIONS
Education & Experience
Required:
- Associate degree from an accredited college or university, preferably in business administration, accounting, finance, healthcare administration, or a related field; or an equivalent combination of relevant education and experience.
- At least three years of administrative, accounts payable, accounts receivable, billing, accounting support, office services, customer service, or related experience.
- Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
- Ability to communicate effectively and professionally, both orally and in writing.
- Ability to organize work, prioritize competing responsibilities, meet deadlines, and maintain accurate records.
- Valid, unrestricted Colorado driver's license.
Preferred:
- Experience in EMS, healthcare, public safety, governmental, or other regulated environments.
- Experience supporting accounts payable and accounts receivable functions.
- Experience supporting a third-party billing vendor, medical billing, payment processing, or records management.
Knowledge
- General office practices and administrative procedures.
- Basic accounts payable and accounts receivable processes.
- Basic billing, payment processing, and accounting support procedures.
- Customer service principles and professional communication.
- Data entry, filing, records maintenance, and document management.
- Telephone, mail, office equipment, and basic office technology.
- Confidentiality requirements and appropriate handling of sensitive information.
- EMS, healthcare, public safety, or governmental operations, preferred.
Skills
- Strong administrative, clerical, and accounting support skills.
- Accurate data entry, review, verification, and financial reconciliation.
- Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
- Effective oral and written communication skills.
- Strong interpersonal and customer service skills.
- Excellent organizational skills and attention to detail.
- Ability to manage multiple tasks, projects, priorities, and deadlines.
- Ability to adapt to changing circumstances and shifting priorities.
- Sound judgment and discretion in handling confidential information.
- Ability to work effectively both independently and as part of a team.
Working Conditions
This is an onsite position, performed primarily in a professional office environment. The position requires extended computer and desk work, with occasional meetings, training, or organizational events outside normal business hours.
Lifting Requirements
Exerting up to 20 pounds of force occasionally, and/or to 10 pounds frequently, and/or a negligible amount of force constantly to move objects. Physical demand requirements exceed those for sedentary work.
Pre-Employment Testing and Screening
Final candidates will be required to successfully complete post-offer, pre-employment testing and screening in accordance with applicable federal and state law. These requirements may include:
- Job-related physical ability testing designed to evaluate the ability to perform essential job functions
- Post-offer medical examination, conducted in compliance with the Americans with Disabilities Act (ADA) and required of all candidates entering this job classification
- Drug and alcohol screening, as permitted by law
- Background investigation, including criminal history and motor vehicle record review
Compensation
- Compensation: This is an hourly, non-exempt position in accordance with the Fair Labor Standards Act (FLSA). The salary range for this role is $24.96-$38.81 per hour, based on full-time employment. The starting hourly rate will be determined based on experience, education, certifications, and qualifications. Overtime is paid in accordance with applicable federal, state, and local laws.
Benefits Include
- Defined benefit pension plan and 457 deferred compensation plan with graduated employer match.
- Medical, Dental, and Vision.
- Employer-paid life insurance.
- Employer paid short-term and long-term disability insurance.
- Paid holidays and Paid Time Off.
CLOSING DATE: September 6, 2026
Equal Employment Opportunity (EEO) Statement
The Employer is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, ancestry, disability, genetic information, marital status, veteran status, or any other status protected by applicable federal, state, or local law.
Thompson Valley EMS is a 3rd service EMS agency operated by an Independent Health Services District. We are the only Prehospital ALS Providers within our district and maintain a positive and collaborative relationship with partnering BLS Fire-Response and Law Enforcement agencies. Our standards of care are patient focused and guided by ethics, compassion, and evidence-based guidelines. Protocols are developed for and by TVEMS employees to remain relevant and progressive