Ambulance Fee Administrative Assistant

The Jefferson County Emergency Services Agency (JCESA) is a department of the Jefferson County
Commission. The JCESA’s mission is to save lives and preserve property by partnering with the local
volunteer fire organizations to provide exceptional emergency medical services, fire suppression, and
community engagement.

The Jefferson County Emergency Services Agency is seeking a highly motivated administrative assistant
to assist with the collection of Ambulance and Fire fees as directed by the Finance and Administration
Manager. The employee would also provide support to management and staff by performing a variety of
office tasks, including clerical duties, data management, scheduling, and communication with clients,
visitors, and vendors. This role requires strong organizational skills, attention to detail, and the ability to
manage multiple tasks effectively. The employee is required to perform all similar or related duties,
including back-up duties as required by the Emergency Services Staff.

Recommended Minimum Qualifications:
Education and Experience: High School degree or equivalent, and up to one (1) year related work
experience; or any equivalent combination of education, training and experience which provides the
required knowledge, skills and abilities to perform the essential functions of the job.

Special Requirements: A valid driver’s license is required for this position. Candidate must pass a
background check.

Why Work for Jefferson County?

• Meaningful Work: Serve your community and contribute to projects that
  make a difference.
• Career Growth: We invest in your success with training and development opportunities.
• Extensive Benefits Package: We offer health/prescription, vision, dental,
  and life insurance coverage, as well as enrollment in the West Virginia
  Public Retirement System.
• Education Assistance: Take advantage of tuition reduction programs with
  Shepherd University and American Public University.
• Diverse Opportunities: Whether you’re skilled in administration,
  planning and development, public safety or maintenance, we have a
  place for you!

Strong employee benefits package includes West Virginia Public Employee Retirement System; heath,
vision, and dental insurance plans; paid vacation leave; paid sick leave; thirteen to fifteen paid holidays
per calendar year; Employee Assistance Program; and reduced tuition rates with American Public
University and Shepherd University.

Deadline for applications is 5:00 p.m. on Thursday, March 13, 2025. Position to remain open until
filled. Please email resumes to [email protected] and note “ESA Administrative Assistant” in
the subject line or send via US Mail to:

Ms. Jessica James, Chief Human Resource Officer
Jefferson County Commission
PO Box 250
Charles Town, WV 25414

Grade II, 80-hour position

Starting Salary: $35,664 ($17.14/hr.)

Job Location:
Jefferson County Emergency Services Agency
419 16th Ave. Ranson, WV, 25438

Hours of Operation
8:30am – 4:30pm

FULL JOB DESCRIPTION

Statement of Duties: The employee is responsible for assisting with the collection of Ambulance
and Fire Fees as directed by the Finance & Administration Manager. The employee provides
support to management and staff by performing a variety of office tasks, including clerical duties,
data management, scheduling, and communication with clients, visitors, and vendors. This role
requires strong organizational skills, attention to detail, and the ability to manage multiple tasks
effectively. The employee is required to perform all similar or related duties, including back-up
duties as required by the Emergency Services Staff.

Supervision Required: Under general supervision, the employee is familiar with the work routine
and uses initiative in carrying out recurring assignments independently with specific instruction.
The supervisor provides additional, specific instruction for new, difficult or unusual assignments,
including suggested work methods. The employee is expected to recognize instances which are
out of the ordinary and which do not fall within existing instructions; the employee is then
expected to seek advice and further instructions. Reviews and checks of the employee’s work are
applied to an extent sufficient to keep the supervisor aware of progress, and to ensure that
completed work and methods used are technically accurate and that instructions are being
followed.

Supervisory Responsibility: The employee, as a regular and continuing part of the job, is not
required to supervise any County employees. However, they may be asked to train a seasonal
part-time employee to assist with collections during peak periods.

Confidentiality: The employee as a regular part of the job does not have access to public
information in accordance with the State Public Records Law.

Judgment: Numerous standardized practices, procedures, or general instructions govern the
work and in some cases, may require additional interpretation. Judgment is needed to locate,
select and apply the most pertinent practice, procedure, regulation or guideline.

Complexity: The work consists of a variety of duties which generally follow standardized
practices, procedures, regulations or guidelines. The sequence of work and/or the procedures
followed vary according to the nature of the transaction and/or the information involved, or
sought, in a particular situation. Since this fee involves coordinating efforts and information
between a number of different departments, it is beneficial to have working knowledge of
internal County operations and personnel.

Work Environment: The work environment involves everyday discomforts typical of an office setting.
Noise or physical surroundings may be distracting, but conditions are generally not unpleasant.

Nature and Purpose of Relationships: Relationships are constant with county employees, coworkers

and the public. The employee communicates departmental practices, procedures,
regulations or guidelines. The employee may be required to discuss controversial matters
where tact is required to avoid friction and to obtain cooperation/payment of fees

Accountability: Consequences of errors, missed deadlines or poor judgment include adverse
public relations, monetary loss to the County.

Essential Functions:

The essential functions or duties listed below are intended only as illustrations of the various
type of work that may be performed. The omission of specific statements of duties does not
exclude them from the position if the work is similar, related, or a logical assignment to the
position.

1. Collects fees (check, money orders, cash or credit card) in accordance with County
   Commission established policies/guidelines and state regulations; balances daily
   collection receipts with office activity report.
2. Answers telephone and responds to inquiries from the public.
3. Responds to email inquires from the public.
4. Documents customer accounts with all interaction such as inquires, adjustments, emails etc.
   in the software system.
5. Update the software system with deed transfers and new homes to ensure billing is accurate
   for said properties.
6. Conducts an annual audit of the Assessors records to ensure all billing accounts are up to date
   in the software system for billing purposes including address changes.
7. Manages mail, researches returned mail. Makes address changes and then re-mails the
   fee bills, statements and all correspondence to customers.
8. Works in collaboration with different departments to obtain information needed
   to process fees or deposit funds.
9. Responsible for preparing and depositing funds collected.
10. Utilizes the proper software and procedures to ensure fees are collected and recorded
    per state code.
11. Contacts customers as needed for past due bills and for processing liens on property
    for unpaid ambulance fees.
12. Provides a daily summary of activities performed to the Finance & Administration
    Manager.
13. Working knowledge of database and terminology for the Assessor and Tax Departments.
14. This position is the person responsible for maintaining the entire program, and may be
    supplemented by a seasonable part-time employee.
15. Other duties as assigned by the Finance & Administration Manager.

Recommended Minimum Qualifications
Education and Experience: Position requires a High School Degree or equivalent, and up to
(1) year of experience; or any equivalent combination of education, training and experience which
provides the required knowledge, skills and abilities to perform the essential functions of the job.

Knowledge, Abilities and Skill
Knowledge: Common policies, practices, and procedures of collection functions; working
knowledge of collection and cash receipts. Working knowledge of personal computers and
office software in support of department operations and collection of money.

Abilities: Ability to work independently and be self-motivated, interact effectively and
appropriately with the public and other personnel, perform multiple tasks, and ability to work with
numbers and cash in an accurate manner.

Skills: Proficient computerskills including Microsoft Word and Excel, basic mathematical skills,
recordkeeping and clerical skills, t organization skills; proficient written and oral communication
skills. Outstanding interpersonal skills and attention to detail required.

Physical and Mental Requirements
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 position’s essential functions.

Physical Skills: Little or no physical demands are required to perform the work. Work effort
principally involves sitting to perform work tasks, with intermittent periods of stooping, walking,
crouching, and standing. The employee is occasionally required to lift objects such as ledger books,
photocopy and computer paper.

Motor Skills: Duties are largely mental rather than physical. The position requires minimal motor
skills for activities such as moving objects, operating a telephone system, computer and/or most
other office equipment, typing and/or word processing, filing and sorting.

Visual Skills: The employee is required to routinely read and interpret documents for understanding.