Maryland Institute for
Emergency Medical Services Systems

This position functions as an Office Secretary III, providing support to staff and personnel in the department by processing certification and recertification of EMS personnel (pre-hospital providers) for Basic Life Support programs for the State of Maryland. Perform various office duties as needed using office technology, including Xeroxing, faxing, printing, scanning, and filing. Process certification and recertification of pre-hospital providers by using the new OCS system (Image Trend): This job function involves processing applications that is submitted through Image Trend which includes: Initial EMT certification, initial EMR certification, renewal, change of name, extension request, surrender, reciprocity, reinstatement, affiliations. Upon class completion, verify that the class is on provider’s training record. KACE System: Process requests according to the help desk request. Mail duties: processing the daily flow of incoming and outgoing mail – opening mail, date-stamping, distributing to the appropriate person, and entering checks to QB. Outgoing mail is sorted by weight, stamped, and mailed. Deposits and Reports: Prepare deposits and have the supervisor or another personnel verify to QB. Deposits to the finance director and maintain records of deposits. Complete merchant report by assigning each transaction the account number accordingly, pull deposit report from QB, and email them to MIEMSS accountant and copy supervisor beginning of every month. Handle routine phone calls: Requires the ability to screen and route all calls to the appropriate person/coordinator. Also involves providing alternatives to callers when the person they wanted to speak with is unavailable. Schedule and administer basic life support written examinations for BLS clinicians.

Assist EMS Training Specialists and Managers with processing certification, licensure, and renewal for ALS, BLS and EMD in a timely manner. Handle phone calls from clinicians dealing with questions regarding licensing; renewal, reciprocity, reinstatement, extension, change of information, etc. Oversee customer service management of the office secretaries to include; customer service training, oversight and create a weekly and monthly compliance report, complaint log and data for the Director. Oversee KACE tickets and create a weekly and monthly QA/QI report to include compliance rating Report for all OCS team members for the Director. Schedule and administer in house examinations and assist with off-site examination administration at regional offices. Compile ALS, BLS and EMD Data for the Director and MIEMSS leadership. Assist in the tracking and administration of the ALS and EMD grant programs.

• Monitor Budget - review funds to ensure that all funds are expended effectively and efficiently; that all resources available to MIEMSS are utilized; and that funds are handled in a manner that ensures adequate accounting control
• FMIS - review reports and execute journal entries to ensure proper coding; enter journal entries produced from review by Chief Administrative Officer; reallocate payroll and other expenditures to proper PCA
• Review and monitor requisitions, purchase orders and direct vouchers for fund availability• Payroll functions - post information from timesheets into the ETR/PTR system; post information from timesheets into the Leave Accounting System
• Corporate Purchase Cards - Administer the credit cards for MIEMSS; establish and retrieve information from the CPC WORKS computer system; reconcile monthly logs and statements from credit card holders' reallocate credit card expenditures to proper PCA and Agency Object
• Budget functions - assist Chief Administrative Officer in the formation of the budget; prepare budget amendments for review and signature by CAO.
• Transmittals - review and approve expenditure transmittals
• Reporting - produce monthly FMIS reports for Divisions; along with projections to help in planning for expenditures of fund allocations
• Auditing - produce reconciliations for revenue attained from the selling of MIEMSS goods and services; reconcile Petty Cash and Working Fund; maintain and reconcile Equipment Control Account; FMIS Security Officer
• Closeout - manage and prepare closeout process for review by Chief Administrative Officer
• Other Duties - help MIEMSS as needed to complete the mission of the Agency, including but not limited to: parking liaison

This position serves as the Director, Office of Government Affairs for the Maryland Institute for EMS Systems (MIEMSS). The Director is the main point of agency contact for elected officials and their staffs at the federal, state and local levels and is responsible for the agency’s legislative activities and intergovernmental relations. The Director is the agency’s principal contact and liaison for legislative matters with the Governor’s Legislative Office. This position serves as the main advisor to the MIEMSS Executive Director with regard to legislative matters, related issues and legislation as they evolve, crafting and articulating the agency’s position, and developing testimony and position papers. The Director communicates and coordinates with counterparts at other government entities and private and public institutions. The Director works with stakeholders to ensure initiatives and related communications are consistent and logical. The position is responsible for ensuring on-time completion and submission of statutorily required reports and correspondence. The Director serves as a leader within the agency, collaborating with the other department Directors to help develop and maintain awareness of relevant issues and provide guidance that is cognizant of other governmental entities’ positions and initiatives.