Utility/EMS Billing Support Specialist

Perform a variety of routine and complex tasks to support the Finance Department. Responsible for specific processes that may include accounts receivable, collections, reconciliations, ambulance and medical billing, cash handling, bank deposits, cash receipt collections, billing adjustments and account analysis. Accomplish tasks independently with minimum supervision. Serve as customer service representative to the public as well as other City employees. These tasks are illustrative only and may include other related duties.

Reviews and processes information or money received from the public or other departments to ensure that it is complete and conforms to procedures established by the Finance Department. Creates and posts departmental cash receipt entries and reconciles spreadsheets.

Performs utility billing customer service duties such as providing information, processing transactions, reconciling customer accounts, adjusting customer statements, resolving complex customer inquiries and complaints, posting monthly meter reads, posting and processing manual and electronic payments.

Serves as front-line customer service representative for Finance office customers. Provides information, processes transactions and resolves customer inquiries and complaints.

Performs ambulance billing functions for the Finance Department. Verifies documentation is complete, and follows up with healthcare providers, insurance company and patient concerns. Prepares ambulance and medical invoices and insurance claims forms for processing. Posts payments, identifies delinquent accounts and processes accounts for collection and write-off.

Communicates verbally and in writing, to insurance carriers, attorneys, patients and healthcare providers and responds to record requests for ambulance call documentation, invoices or related documentation in accordance with regulatory requirements including the Health Insurance Portability and Accountability Act (HIPAA). Maintains records, files, materials and other personal information consistent with HIPAA.

Maintains confidentiality and exercises discretion and judgment in dealing with sensitive or confidential information within the guidelines of the City's Identity Theft & Red Flag policy and customer service standards as well as maintain ambulance billing records in compliance with the Health Insurance Portability and Accountability Act (HIPAA), and makes recommendations for updates to City insurance billing policies related to HIPAA. Maintains confidentiality of customer and billing information.

Reconciles customer accounts, balances checks and cash received, reviews invoices and statements for accuracy and makes adjustments if necessary.

Maintains files on customers or transactions in accordance with applicable reporting best practice requirements. Maintains water and sewer rate tables and develops billing and meter reading calendars.

Prepares bank deposits including reviewing the work of others; balancing cash drawer, checks and credit card payments. Posts payments for various programs such as City housing loans, ambulance, FireMed, and AR related payments.

Provides input regarding policy and procedural changes and improvements taking into account sound internal controls.

Reviews and reconciles subsidiary systems (utility, cash receipts, general ledger) and provides key support in the preparation of audit schedules related to the subsidiary systems.

Performs daily electronic data transfers for utility billing, accounts receivable, ambulance and miscellaneous payments.

Researches, develops and implements new technologies and processes to increase efficiencies of

operations.

Acts ethically and honestly; applies ethical standards of behavior to daily work activities and interactions. Builds confidence in the City through own actions.

Conforms with all safety rules and performs work is a safe manner.

Delivers excellent customer service to diverse audiences. Maintains composure and deal tactfully with the public. Deals calmly and effectively in confrontational situations.

Maintains effective work relationships.

Adheres with all City and Department policies.

Arrives to work, meetings and other work-related functions on time and maintain regular job attendance.

Education and Experience

High school diploma or equivalent required and three years of related experience in office and business practices and procedures including professional billing experience using computerized accounting systems. Experience with utility or ambulance billing preferred.

OR

Associates Degree from accredited college or university with major coursework in computerized accounting systems, medical insurance billing, business administration or related field and one year of related experience in office and business practices and procedures including professional billing experience using computerized accounting systems. Experience with utility or ambulance billing preferred.

Knowledge, Skills and Abilities

Accurate clerical skills in typing/word processing, spreadsheets, filing, record keeping systems and operating office equipment.

Ability to type by touch, proof read and edit. Accurate ten-key skills and the ability to use a computer for extended periods to perform the essential functions of the position.

Strong organizational and time management skills with the ability to learn multiple responsibilities; ability to work accurately and quickly with multiple customers, in person and on the phone at the same time.

Ability to prioritize multiple duties and projects around time constraints, ability to work with constant interruptions, and perform duties independently. Ability to exercise independent judgment on routine and non-routine matters.

Ability to learn technical knowledge of billing processes. Ability to apply knowledge to utility billing, ambulance billing processes including Medicare, Medicaid and other public health plans, accounts payable processes, administrative processes including technical knowledge of administrative policies, Municipal Code, Oregon Revised Statute, Federal, State and HIPPA regulations

Ability to learn and maintain working knowledge of complex and changing laws regarding billing of Medicare, Medicaid and other public health plans.

Ability to learn, interpret and apply Federal, State and local laws, administrative rules, guidelines, policies, codes, ordinances and technical principles in a variety of circumstances.

Basic Microsoft Excel skills and abilities necessary to create auto-calculating spreadsheets, perform basic equations, produce graphs and format for printing, sort and filter tables of data.

Intermediate Microsoft Word skills and abilities necessary to create a document, perform basic formatting, insert page breaks, create headers/footers and insert graphics.

Ability to reconcile customer/patient accounts, balance checks and cash received, review invoices and statements for accuracy and make adjustments if necessary.

Ability to consistently meet required deadlines while working under stressful conditions and subject to frequent interruption.

Ability to write and maintain position procedures and required forms and train other employees in areas of assignment.

Excellent customer service skills and the ability to interact with a diverse population. Ability to resolve disputes with customers. Maintain composure even in difficult situations; deal tactfully with the public; and deal calmly and effectively in confrontational and/or high stress situations.

Effective interpersonal problem-solving and analytical skills.

Ability to maintain confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information within the guidelines of the City's Identity Theft & Red Flag policy and customer service standards and in compliance with the Health Insurance Portability and Accountability Act (HIPAA).

Effective oral and written communication skills and good organizational skills.

Ability to get along well with coworkers and the public, and maintain effective work relationships.

Ability to use a computer to perform the essential functions of the position.

Special Requirements

National Academy of Ambulance Coding (NAAC) Certified Ambulance Coder certification preferred.

Demonstrable commitment to sustainability.

Demonstrable commitment to promoting and enhancing equity, diversity and inclusion.

This individual shall not pose a direct threat to the health or safety of the individual or others in the workplace.

Qualified applicants must submit an online application located on the City of Corvallis website (click on "Apply" above).

Position is open until filled. Application and resume must be received by 8:00 AM on Monday March 17, 2025, to be considered with the first review.

Applicants are encouraged to include a cover letter with the online application; however, resumes will not be accepted in lieu of a completed online application. Late or incomplete applications will not be accepted/considered.