Administrator

Job Description

Job Description

Position Title: Administrator

Location: Highland Rescue Team Ambulance District

Pay: $25-$33 per hour DOE

Benefits: Negotiable. We can offer PTO, and retirement.

Classification: Non-exempt

Hours: 24 hours per week. Regular schedule arranged with the Chief, generally between 8 a.m. and 6 p.m., Monday–Friday.

Work Location: At least 80% on-site at the station; remaining hours may be worked remotely with the Chief’s approval.

Evening Meetings: Occasional evening hours required, with the regular schedule adjusted accordingly.

Posting Period: October 14, 2026 – October 28, 2026

Application Deadline: October 28, 2026

District Information

Highland Rescue Team Ambulance District is a Colorado Special District (Title 32) that provides 24/7 emergency medical services and transport for the communities of Lookout Mountain, Genesee, and Idledale. Our station, located at Highway 40 and Lookout Mountain Road, houses our 3 ambulances and 1 rescue vehicle, providing a central location for responding to our 33.5 square mile district. We are primarily staffed by a dedicated group of volunteers, with ten paid employees and over fifty volunteers.

Position Summary

The Administrator supports the daily business operations of Highland Rescue Team Ambulance District and reports directly to the Chief. This position coordinates financial and administrative records, supports the Board of Directors, tracks member requirements, and helps ensure that District business is completed accurately and on time.

Required Qualifications

1. Demonstrated History of progressively responsible experience in office administration, business operations, or a related field, including responsibility for financial records and administrative processes.
2. Experience supporting budgeting, bookkeeping, accounts payable or receivable, or financial reporting, with the ability to reconcile records, identify discrepancies, and follow through on corrections.
3. Strong organizational and time management skills, including the ability to manage recurring responsibilities, track deadlines, and complete assignments accurately and on time.
4. Ability to work independently within established priorities, exercise sound judgment, and keep the Chief informed of progress, problems, and matters requiring a decision.
5. Strong written and verbal communication skills, including the ability to prepare clear correspondence, reports, meeting minutes, and administrative procedures.
6. Demonstrated attention to detail and accuracy in data entry, recordkeeping, document preparation, and reporting.
7. Proficiency with Microsoft Office and Google Workspace, including spreadsheets, shared documents, calendars, and electronic filing systems. Ability to use spreadsheet formulas, sort and filter data, and prepare useful summaries and reports.
8. Ability to learn new software and maintain accurate information across multiple administrative systems.
9. Ability to handle sensitive personnel, patient, financial, and organizational information with discretion and maintain appropriate confidentiality.
10. Ability to establish and maintain professional, cooperative working relationships with employees, volunteers, board members, vendors, patients, and members of the public, including when addressing concerns or disagreements.
11. Ability to learn and apply Colorado special district requirements and other rules and procedures relevant to the position, including budgeting, reporting, public notices, and records management.
12. Must be bondable, possess a valid Colorado driver’s license, and maintain a driving record that meets the District’s insurance requirements.
13. Current CPR and first aid certifications, or the ability to obtain them within one month of hire.

Preferred Qualifications

1. Administrative experience with a Colorado special district, local government, fire or EMS agency, nonprofit organization, or other public service organization.
2. Experience working with volunteers and supporting an organization with both paid and volunteer personnel.
3. Experience assisting with annual budgets, financial reporting, audits, or coordination with an outside accountant or bookkeeper.
4. Experience supporting a board of directors, including preparing agendas and meeting materials, recording minutes, posting notices, and tracking follow-up items.
5. Experience maintaining personnel records, tracking member requirements or benefits, or coordinating applicant processing and onboarding.
6. Experience preparing grant applications, tracking grant expenditures and deadlines, and completing required reports.
7. Familiarity with medical billing processes or experience coordinating with a third-party billing provider.
8. Experience drafting or updating policies and procedures and improving administrative workflows.
9. Associate’s or bachelor’s degree, especially in business administration, accounting, public administration, or a related field.
10. Familiarity with emergency medical services or current or previous EMT or paramedic certification.

Job Expectations

• Organize and coordinate daily office administration.
• Track assignments and recurring deadlines, follow through on outstanding items, and alert the Chief to problems or delays.
• Coordinate applicant processing, including applicant communications, third rides, required documentation, and follow-up.
• Maintain personnel and membership records, including certifications, leave records, and benefit eligibility information.
• Track member requirements and prepare member status reports.
• Assist with annual budget preparation and ongoing financial management.
• Review invoices and coordinate payments with the District’s accountant.
• Coordinate with the billing company on timely patient billing and billing and collections reports.
• Assist with grant applications, administration, and required reporting.
• Coordinate monthly board meetings, including agendas, minutes, reports, and public notices.
• Prepare and submit required reports to state, county, and other agencies.
• Respond professionally to inquiries from members, patients, vendors, and the public.
• Complete other projects and duties assigned by the Chief, including support for the Board of Directors.