Fire Accounting Assistant

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Fire Accounting Assistant

Salary

$27.24 Hourly

Location

City of Bellingham, WA

Job Type

Full Time

Job Number

25-Fire Accounting Assistant

Department

Fire

Opening Date

02/28/2025

Closing Date

3/14/2025 4:30 PM Pacific

FLSA

Non-Exempt

Bargaining Unit

Local 1937

• Description

• Benefits

• Questions

Nature of Work

Join the Bellingham Fire Department team as a Fire Accounting Assistant and play a key role in managing the billing process for emergency transport services! This exciting opportunity involves ensuring accurate, timely billing, coordinating with various departments, and supporting audits and patient inquiries, all while upholding HIPAA confidentiality. If you're detail-oriented and ready to make a meaningful impact, we want you on our team!

This position performs various skilled and complex bookkeeping tasks for the Bellingham Fire Department according to established bookkeeping and accounting principles and procedures. Assists in providing statistical and financial support to City staff, contracted services and State agencies. Prepares or assists in the preparation of monthly, quarterly and annual financial reports as required by the City, granting agencies and the Finance Department. Responsible for all bookkeeping and accounting tasks for the contracted ambulance transport billing program, including billing, revenue, refunds, transport rates, revalidations, audits and data surveys. May be required to research applicable laws governing the administration and payment of contractual obligations. Monitors and maintains department budget and revenue collection. Performs back-up receptionist duties including providing general clerical support, answering phones and interacting with the public.

SALARY AND BENEFITS:

This position will start at Step 1 ($27.24/hour). Employees receive step increases annually in accordance with the Guild of Pacific Northwest Employees, Local 1937 Collective Bargaining Agreement (https://cob.org/about/employment/labor-agreements-pay-schedule) and City policy. The full hourly range for this position is $27.24 - $33.30. For internal candidates, placement within the range is based on City Pay Placement Procedures. This position is classified as an Accounting Assistant 3.

At the City of Bellingham, we offer a comprehensive benefits package that helps you thrive in both your career and personal life. Join our team and enjoy the peace of mind knowing that you and your loved ones are well cared for. Here’s a closer look at the outstanding benefits that come with being part of our team. You can find more details on our employment benefits page (https://cob.org/about/employment/benefits) and labor agreements page. (https://cob.org/about/employment/labor-agreements-pay-schedule)

• 10 hours of vacation leave per month, with increased accrual over time

• 12 paid holidays + 1 floating holiday per year

• 8 hours sick leave accrued monthly

• Medical, dental, and vision insurance for employees and their families

• Life insurance and long-term disability coverage

• Flexible spending accounts and medical insurance opt-out program

• Access to an Employee Assistance Program (EAP)

• Washington State Retirement plan (DRS) for retirement security

• Optional 457 deferred compensation (Retirement Savings Plan) with employer match

Leave accruals are based on 1.0 FTE, accruals are pro-rated if part-time and require employees to be in paid status at least 120 hours/month.

Closing Date/Time: Friday, 3/14/25 4:30 PM Pacific Time

ESSENTIAL FUNCTIONS OF THE JOB:

• Performs accurate and timely bookkeeping and accounting functions for the Fire Department’s contracted ambulance transport billing services. Provides agency updates to vendor, such as transport units, call signs and cost centers. Reconciles and resolves daily and monthly receivables and payments with the bank, City Finance and billing vendor. Enters billing revenue data into the City financial accounting system and maintains accurate fund accounting related to billing revenue. Calculates annual transport billing rate adjustments based on CPI data; provides rate updates to contracted billing agency. Maintains effective relationships with contracted billing staff and internal City accounting staff. Provides effective communication and timely documentation to internal and external customers. Assists with transport revenue reports to department staff on a monthly basis, or as needed.

• Reviews requests for refunds prepared by contracted billing vendor and approves based on relevant data; confirms accuracy of data, refund amount and payment to correct entity. Enters and submits refunds to Finance for payment. Provides timely and relevant refund transaction details to vendor.

• Coordinates with contracted vendors to calculate the annual Cost of Transports (ACT) for the Ground Emergency Transport (GEMT) program. Collects, ensures accuracy of, and submits required expense and revenue data. Tracks and reports GEMT funds as required by Health Care Authority. Responds to inquiries regarding the GEMT program including general questions, clarifications, close-out reports and other inquiries within area of expertise, or refers to appropriate person. Serves as primary point of contact for audits, as needed.

• Gathers billing and other related data within area of responsibility and responds to billing audits and survey data from various agencies such as Health Care Authority, Centers for Medicare and Medicaid Services and Fire Chiefs association. Coordinates with Subject Matter Experts (SME) to prepare and gather other relevant response data.

• Facilitates agency revalidation and credentialing renewals with various Medicare Administrative Contractors to maintain Medicare billing privileges. Gathers, enters and maintains licensing and credentialing information, staff assignments and other required information for BFD and Medic One.

• Collaborates with contracted ambulance billing vendor for requests for medical records, search warrants, subpoenas, or attorney requests. Redirects requests to appropriate source or process as needed.

• Coordinates appropriate bank lockbox access through Finance for contracted staff. Sets up and updates billing staff user access in report writing system.

• Assists in preparation and monitoring of the annual budget for the City and County transport revenue projections under the direction of administrative staff. Gathers and summarizes data from records and other sources needed by staff to make projections for the upcoming year from records and other in-house sources. Compiles, categorizes, codes and verifies planned expenditures.

• Reviews financial recordkeeping systems to recommend improvements in bookkeeping and accounting procedures. Provides information and feedback on program changes.

• Assists other accounting staff by providing information on procedures or accounts.

• Serves as backup Time Administrator for the Fire Department. Receives, reviews, codes, totals and corrects errors in bi-monthly time sheets. Maintains records of individual employee leaves, step increases, premiums, promotions, etc. May conduct annual vacation balancing and annual operational schedule entry and maintenance in City HRIS system.

• Serves as back-up to the Fire Department Accounting Technician as needed.

• Provides back-up receptionist coverage including providing general clerical support, answering phones and interacting with the public.

ADDITIONAL WORK PERFORMED

• Provides general guidance regarding HIPPA.

• Prepares job-related procedural task data.

• Provides information and assistance to Department staff.

• Performs other related duties of a similar nature and level within the scope of the classification.

WORKING ENVIRONMENT:

Work is performed primarily in an office setting with the majority of time spent at a computer workstation in an open concept office environment. Work is performed in an environment that experiences frequent interruptions, noise and distractions. This position has minimal physical exertion requirements.

Physical ability to perform the essential functions of the job, including:

• Remain stationary for long periods of time;

• Frequently communicate accurate information and ideas with others;

• Frequently operate a computer and other office machinery such as a keyboard, mouse, phone, calculator;

• Occasionally transport objects weighing up to 20 lbs.

Experience and Training

• One year of college or vocational course work in bookkeeping, accounting, business, or related area required.

• Two years progressively responsible bookkeeping/accounting experience utilizing computerized accounting systems and spreadsheets required.

• Ability to type at 45 WPM NET.

• Accounting experience in a municipal or public sector environment, including experience utilizing Budget Accounting and Reporting System (BARS), preferred.

• One year of experience with record-keeping and compliance monitoring for grant-funded contracts preferred.

• Advanced utilization of computer software applications, including spreadsheets, databases, and word processors preferred.

Necessary Special Requirements

• Employment contingent upon passing a criminal background check (see Fair Hiring Practices below).

• Verification of ability to work in the United States by date of hire.

Selection Process

You are encouraged to print a copy of this job announcement for your reference as the process moves along

Please ensure your application is complete and all required information has been provided. Standard completeness means all application fields (contact information, personal information, education, work experience, references, and supplemental questions). Application materials should comprehensively document your experience and skills related to the position responsibilities and experience/training requirements. As part of the City’s commitment to reducing bias in the hiring process, Human Resources redacts personally identifiable information for reviewers. Only the documents listed as required will be reviewed.

Application Review Process:

• Minimum Qualifications: Applicants must provide specific, detailed information so an initial determination can be made regarding your level of qualifications for this position. Applicant status will be updated on or around March 19, 2025.

• Experience and Training Review: Applicants that meet minimum qualifications will go through an Experience and Training Rating. Applicant status will be updated on or around March 28, 2025.

• Candidates who score 60% or higher on the Experience and Training Review will be invited to participate in an Oral Board Interview, tentatively scheduled for April 15, 2025. If an additional day is required to accommodate the number of candidates, April 14, 2025, may be added. To be placed on the eligibility list, candidates must achieve a passing score of at least 60% on the oral board interview.

• Applicants will be notified via email of Final Scores & Ranks. The final ranking of the register will be based on total scores for the following: Experience and Training Review (30%) and Oral Board Interview (70%).

Final candidates will be referred to the department for additional examination, assessment, or test.

This recruitment process will create a Civil Service eligibility register that will be used to fill current and future vacancies as they become available. There is currently 1 full-time vacancy in Fire. This position is represented by a union.

If you wish to claim Veterans’ Preference Points, please complete the Veterans Scoring Criteria Declaration Form (https://cob.org/wp-content/uploads/COB-Veterans-Scoring-Criteria-Declaration-PDF.pdf) and upload it to your application with your DD214.

Please Note: Candidates will receive updates regarding application status via email. Please be sure to check your email frequently, including your spam folders for messages filtered by your email providers.

Equal Opportunity:

Our environment is characterized by respect for cultural backgrounds, belief systems, and ethnic diversity. The City of Bellingham is an Equal Opportunity Employer and values diversity in its work force. We do not make decisions on the basis of an individual's race, religion, creed, color, national origin, sex, marital status, age (40+), disability, retaliation, sexual orientation or gender identity, honorably discharged veteran or military status, status as a victim of domestic violence, sexual assault, and stalking, use of a trained dog guide or service animal by a person with a disability, or any other basis prohibited by local, state, or federal law. All are encouraged to apply for employment.

Fair Hiring Practices

• The City provides individuals who have been arrested or convicted of a criminal offense an equal and fair opportunity to obtain employment.

• The City will not inquire about an applicant's criminal history until after a conditional job offer has been made.

• The City will disregard the prior arrest and conviction record of an otherwise qualified individual unless the offense is directly related to the job position for which the individual has applied.

• The City will notify an otherwise qualified applicant about a potentially disqualifying conviction and give the applicant an opportunity to submit information regarding the accuracy of the criminal records as well as evidence of mitigation or rehabilitation, as appropriate.

There are many good reasons for working at the City of Bellingham. The work is rewarding and you have an opportunity to serve your community. Another good reason is the great benefits that the City offers its employees. See our benefits section (https://www.cob.org/employment/pages/benefits.aspx) for additional information.

This position is represented by The Guild of Pacific Northwest Employees, Local 1937 bargaining unit. Specific benefit information including Holidays, Vacation Accruals, Health, Dental and Vision Plans with cost sharing and Deferred Compensation Match can be found in the Local 1937 labor agreement (https://cob.org/wp-content/uploads/1937-2022-2023-CBA.pdf) .

This position is covered by the State of Washington Department of Retirement Systems PERS plan. PERS requires mandatory employee and City contributions. Please visit the DRS website (http://www.drs.wa.gov/) for more information on PERS.

Civil Service Information

This position is subject to the Bellingham Civil Service Commission. When a vacancy occurs, the top fifteen candidates or the top 25% of the register will be forwarded to the department for further consideration. All new Civil Service employees are subject to a one-year probationary period. A candidate may challenge the scope, content, or method of an examination or test, and a protest may be filed in writing with the Examiner within five (5) days following the date of the challenged examination. A candidate may also challenge the scoring of an examination or test, failure of the candidate on any part of an examination, or clerical error in examination results of any examination or test, and a protest may be filed in writing with the Examiner within five (5) days of notification of the challenged result. The Examiner shall consider all timely filed protests and make appropriate corrections if an error is demonstrated.

Veteran's Scoring Criteria

Applicants who have been honorably discharged from active military duty may be eligible to receive veteran's scoring criteria points as provided by Washington State Law (RCW 41.04.010). If you wish to claim Veterans’ Preference Points, please complete the Veterans Scoring Criteria Declaration Form (https://cob.org/wp-content/uploads/COB-Veterans-Scoring-Criteria-Declaration-PDF.pdf) and upload it to your application with your DD214.

01

Thank you for your interest in this position at the City of Bellingham! To ensure a consistent review, only the City of Bellingham job application and required supplemental documents will be reviewed. Cover letters and resumes are not reviewed unless they are required as part of the process. When applying for this position, you must thoroughly complete each section of your application, and provide a thorough response to each of the supplemental questions. Please do not indicate "see resume" or copy content that is unrelated to the position being applied for from your resume when answering these questions.

Have you read and understood the information listed above?

• Yes

• No

  02

  Do you have one (1) year of college or vocational course work in bookkeeping, accounting, business, or related area?

• Yes

• No

  03

  Do you have two (2) years progressively responsible bookkeeping/accounting experience utilizing computerized accounting systems and spreadsheets?

• Yes

• No

  04

  This position requires the ability to keyboard at a minimum of 45 wpm net. Do you meet this requirement?

• Yes

• No

  05

  Please select which of the following preferred qualifications you have. If you have none, this will not disqualify your application.

• I have accounting experience in a municipal or public sector environment, including experience utilizing Budget Accounting and Reporting System (BARS).

• I have one year of experience with record-keeping and compliance monitoring for grant-funded contracts.

• I have advanced utilization of computer software applications, including spreadsheets, databases, and word processors.

• I do not have any of the preferred qualifications.

  06

  Please outline your experience with computerized accounting systems and spreadsheets. What software have you used, and how proficient are you in them?

  07

  What processes or tools did you use to ensure accuracy and efficiency in financial reporting?

  08

  How do you handle multiple priorities, especially when managing accounting tasks with tight deadlines, such as month-end or quarterly reports?

  09

  If you are requesting Veteran's Preference points, a completed Veterans Scoring Criteria Status Declaration is required along with a copy of your DD214. The required form is in the Selections Process section of the Job Posting. Check "YES" here if you are attaching a Veteran's Declaration form and DD214.

• Yes

• No

  Required Question

Employer

City of Bellingham

Address

104 West Magnolia Street Bellingham, Washington, 98225

Phone

360-778-8228

Website

http://www.cob.org/employment

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