Administrative Specialsit I (Records Coordinator), Grade 18

Montgomery County Government - Gaithersburg, MD4.0

Full-time
Emergency Medical Services (EMS) is organizationally situated under the Montgomery County Fire and Rescue Service, Division of Operations. EMS is responsible for overseeing Basic Life Support (BLS) and Advanced Life Support (ALS) deliverables; administering in-county Managed Integrated Healthcare (MIH) initiatives; spearheading the development of internal policy doctrine applicable to EMS deliverables; providing Quality Improvement (QI) and Quality Assurance (QA) oversight for in-county EMS deliverables; participating in the development and administration of EMS training initiatives; assisting with the defining EMS equipment specifications; ensuring effective EMS communications systems coordination; providing operations support (e.g. secondary response, quality assurance, etc.) for all emergency response providers; ensuring MCFRS compliance with the Health Insurance Portability and Accountability Act (HIPAA); and administering the majority of MCFRS' legal obligations as it pertains to the records custodian process.

EMS is recruiting to fill an Administrative Specialist I (Records Custodian) position. The Administrative Specialist acts on behalf of the Fire Chief as the department's Records Coordinator (Records Custodian) for all departmental records and serves as the point of contact for all report requests. The position requires the ability to deal tactfully, effectively and equitably with people and maintain a professional demeanor when dealing with complaints and urgent requests.

Specific responsibilities include, but are not limited to:
Locating and retrieving reports using several databases (FireApp, Electronic Patient Care Report (ePCR), Emergency Management Based Reporting System (EMBRS), Firehouse, Maryland Ambulance Information System (MAIS), Computer Aided Dispatch (CAD), SafetyPad, eJustice, Pacwriter) and notifying middle and senior management, (i.e. Battalion Chiefs and Volunteer Chiefs) of missing or inaccurate reports.
Responding to all subpoenas for departmental reports and coordinates appropriate departmental response for all career and volunteer personnel.
Responds to all requests from citizens, law enforcement agencies, and attorneys; establishes priorities and coordinates tasks to meet customer service expectations and deadlines; and researches inquiries and provides reports in compliance with all applicable laws, regulations and policies.
Researches and fulfills all internal request for reports using FireApp, ePCR, CAD, Firehouse and MAIS.
Maintains and organizes all hard copy incident reports; maintains a database for all inquiries and outcomes; and tracks and maintains all departmental legal case records.
Provides administrative support to the Division of Operations - EMS section, develops and modifies methods and procedures to efficiently process the departments records management systems and provide statistical data as needed

Qualified candidates will have the following knowledge, skills and abilities:

Knowledge of government laws, rules and regulations governing records management (Health Insurance Portability and Accountability Act, HIPPA; Maryland Public Information Act, MPIA; and MCFRS record management policies, Judicial Expungement Orders).
Ability to deal tactfully, effectively and equitably with people and maintain a professional demeanor when dealing with complaints and urgent request.
General office practices and procedures.
Ability to use personal computers and applications to collect and analyze data or keep records.
Ability to communicate orally and in writing to exchange and/or present information .
Ability to acquire knowledge of County Government procedures and the relationships between various County agencies, and County regulations and procedures applicable to assigned duties.
Ability to work under time sensitive demands.
Ability to communicate with people outside of the County, representing the County to customers, the public, government, and other external sources. This information can be exchanged in person, in writing or by telephone or email.
Critical thinking skills.

Additional Employment Information
OHR reviews the minimum qualifications of all applicants, irrespective of whether the candidate has previously been found to have met the minimum requirements for the job or been temporarily promoted to the same position. This evaluation is based solely on the information contained in the application/resume submitted for this specific position/IRC.

Montgomery County Government is an equal opportunity employer, committed to workforce diversity. Accordingly, as it relates to employment opportunities, the County will provide reasonable accommodations to applicants with disabilities, in accordance with the law. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Human Resources via email to special.accommodations@montgomerycountymd.gov . Individual determinations on requests for reasonable accommodation will be made in accordance with all applicable laws.

Montgomery County Government also provides hiring preference to certain categories of veterans and veterans/persons with a disability. For more information and to claim employment preference, please refer to the Careers webpage on Hiring Preference .

All applicants will respond to a series of questions related to their education, relevant experience, knowledge, skills and abilities required to minimally perform the job. The applicant's responses in conjunction with his/her resume and all other information provided in the employment application process will be evaluated to determine the minimum qualification and preferred criteria status. Based on the results, the highest qualified applicants will be placed on an Eligible List and may be considered for an interview. Employees meeting minimum qualifications who are the same grade will be placed on Eligible List as a "Lateral Transfer" candidate and may be considered for interview. If selected for consideration for this position, you may be required to provide evidence that you possess the knowledge, skills, and abilities indicated on your resume.?

Minimum Qualifications

MINIMUM QUALIFICATIONS :
Education : Graduation from an accredited college or university with a Bachelor's Degree

Experience : One (1) year of professional administrative experience related to records management, records retention, or records coordination.

Substitutions:
1. EDUCATION for EXPERIENCE: Additional education will substitute for the required experience on a year-for-year basis.

2. EXPERIENCE for EDUCATION: Additional administrative, business, research and/or clerical experience will substitute for the required education on a year-for year basis.

Licenses, Registrations, Certifications, or Special Requirements: None.

Preferred Criteria

Preferred Criteria:
The applications of those individuals meeting the minimum qualifications will be reviewed to determine the extent, relevancy of training, and experience in the following areas:

Problem Solving
Critical Thinking
Managing Priorities
Customer Service Management
Microsoft Office Suite
Records Management
Written Communication
Verbal Communication
Attention to Detail

If selected for consideration for this position, you may be required to provide evidence that you possess the knowledge, skills, and abilities indicated on your resume.

Minimum Salary 45877 Maximum Salary 75653 Currency USD