Fire & EMS Program Administrative Specialist - Office & Admin Specialist Intermediate

Working Title: Fire & EMS Program Administrative Specialist Job Class: Office & Admin Specialist, Intermediate Agency: Minnesota State Job ID : 97718 Location : Student Services Telework Eligible : No. Remote work or hybrid work arrangements are not available for this position. Full/Part Time : Part-Time; 38 hours per week Regular/Temporary : Unlimited Who May Apply : Open to all qualified job seekers Date Posted : 10/13/2026 Closing Date : 11/03/2026 Hiring Agency/Seniority Unit : MN St Colleges & Universities / Southwest TC-Jackson-AFSCME Division/Unit : MnSCU MnWest Jackson TC / MnSCU MnWest Jackson TC Class Appointment Type : Unlimited, Part-time Days of Work : Monday - Friday Travel Required : No Salary Range: $21.12 - $29.73 / hourly Classified Status : Classified The work you'll do is more than just a job. At the State of Minnesota, employees play a critical role in developing policies, providing essential services, and working to improve the well-being and quality of life for all Minnesotans. The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities. Job Summary The Fire & EMS Program Administrative Specialist provides comprehensive administrative, regulatory compliance, and program coordination support for Fire and Emergency Medical Services (EMS) Customized Training programs at Minnesota West Community and Technical College. The position manages course operations from setup through completion, including state regulatory reporting to the Minnesota Emergency Medical Services Regulatory Board (EMSRB) and Minnesota Board of Firefighter Training and Education (MBFTE), student recordkeeping, certification issuance, and financial processing across multiple campuses and partner agencies. A significant component of this role involves subject-matter-level development and maintenance of EMS instructional materials, requiring working knowledge of EMSRB standards and national EMS guidelines — which is distinct from general administrative support. The position serves as the primary administrative liaison between the college and external partners, including fire departments, EMS agencies, and state regulatory bodies. Principal Responsibilities and Results Regulatory Compliance & State Course Reporting Create and manage all EMS courses in the Minnesota Office of Emergency Medical Services (OEMS) eLicense portal; submit MBFTE attendance and completion records for fire training. Maintain course approval documentation, instructor credentials, and compliance timelines; submit all required state reports on schedule. Process EMS course completions in the OEMS eLicense Portal, ensuring attendee records, pass/fail status, and course end dates are entered accurately and on schedule. Maintain and update all EMS course materials (i.e. lesson plans, presentations, skills guides, and assessments) aligned with EMSRB requirements and national EMS standards. Implement updates from EMSRB or national guidelines; maintain version control and prepare instructor support materials to ensure consistent delivery across instructors. Develop and maintain evaluation tools, including quizzes, exams, and skills assessment documentation. Course Setup, Student Records & Certification Issuance Create and schedule non-credit courses in RST; monitor enrollment against minimums and notify leadership of cancellation risk. Issue Basic Life Support (BLS) and Heart Saver First Aid eCards to students via the American Heart Association (AHA) eCard portal, accurately recording student contact information and supporting documentation. Generate and mail course completion certificates and class rosters to contracting agencies; coordinate grade entry for EMS credit courses in the Integrated Statewide Records System (ISRS). Financial Operations & Invoicing Generate customer invoices in Workday and monitor payment status against contract terms. Update Salesforce with payment dates upon notification from the Business Office; process purchase orders and monthly medical director invoicing; maintain organized invoice records. Respond to Business Office inquiries regarding past-due agency accounts and update records accordingly. Assist with coordinating CNA test-out logistics, including scheduling actors, proctors, and room assignments across all sites. Assist with managing and uploading CNA test-out documentation into Salesforce and maintain accurate activity records. Support CNA test-out operations, including participant coordination and onsite administrative needs. Assist with conducting periodic follow-up with partner facilities regarding outstanding CNA-related invoices or payments. Credit Course & EMS Registration Support Email Academic Affairs Coordinator with EMS 1112 course info (dates, times, location, instructor, credits); copy the EMS/Fire Coordinator; receive the Course ID back. Register EMS credit students in ISRS, process third-party payment arrangements, and enter courses in the OEMS eLicense portal prior to the start of classes; ensure required regulatory exam approval documentation is submitted within established deadlines. Data Management, Online Programs & Other Duties Maintain course, student, agency, and payment records in Salesforce; support Ed2Go and online course coordination with program staff. Serve as backup for Accounts Receivable operations at the Jackson campus during the primary AR staff member’s absence: receive and scan incoming mail/payments, apply payments in Workday, and process daily deposits. This duty is campus-presence-dependent and constitutes a small portion of overall responsibilities. Perform other duties as assigned, including participating on committees or special projects, to ensure the smooth functioning of the department and maintain the reputation of the college/department as a viable business partner. * This position requires working on-site at the JACKSON campus. Remote work or hybrid work arrangements are not available for this position. Minimum Qualifications Ability to communicate in a variety of formats to gather and relay information with tact and diplomacy. Skill in customer service sufficient to respond effectively to clients, coworkers, and customers who have questions about agency operations and procedures. Knowledge of basic accounting principles and practices sufficient to analyze, interpret, and prepare financial information, records, and reports. Ability to analyze and make recommendations to management for new or revised administrative and program practices and procedures for smooth and efficient office operation. Preferred Qualifications Associates degree in business, office administration, health sciences, or related field. Experience in a higher education, healthcare, emergency services, or public safety environment. Familiarity with Minnesota State College and Universities systems: ISRS, RST/rST, Workday, and/or Salesforce CRM; experience with Adobe Sign or comparable e-signature platforms is a plus. Knowledge of American Heart Association (AHA) CPR/AED/First Aid eCard processes and Emergency Medical Services Regulatory Board (EMSRB) or Minnesota Board of Firefighter Training and Education (MBFTE) reporting requirements. Understanding of EMS course structures, certification levels, and national EMS education standards. Experience creating or maintaining instructional materials in a healthcare or adult education context. Physical Requirements Maintain stationary position for extended time Ability to move objects weighing up to 10 lbs Additional Requirements In accordance with the Minnesota State Vehicle Fleet Safety Program, employees driving on college/university business who use a rental or state vehicle shall be required to conform to Minnesota State'svehicle use criteria and consent to a Motor Vehicle Records check. About Minnesota West Community & Technical College Minnesota West Community and Technical College is a student-centered, open-access community and technical college within the Minnesota State Colleges and Universities system. The college provides transfer, occupational and career programs, workforce training, educational outreach and life-long learning opportunities. The College is committed to accomplishing its mission: Dedicated to serving the varied educational needs of our diverse populations in affordable, accessible and supportive settings. Minnesota West Community and Technical College is a comprehensive community and technical college with five southwestern Minnesota campuses: Canby, Granite Falls, Jackson, Pipestone, and Worthington and learning centers in Luverne and Marshall Minnesota. Students have the opportunity to earn an Associate Degree, Diploma, or Certificate in more than 60 disciplines. Working together to improve the state we love. What do Minnesota's State employees have in common? A sense of purpose in their work Connection with their coworkers and communities Opportunities for personal and professional growth As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well. Your benefits may include: Paid vacation and sick leave 12 paid holidays each year Low-cost medical, dental, vision, and prescription drug plans Fertility care, including IVF Diabetes care Dental and orthodontic care for adults and children 6 weeks paid leave for parents of newborn or newly adopted children Pension plan that provides income when you retire (after working at least three years) Employer paid life insurance to provide support for your family in the event of death Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury Tax-free expense accounts for health, dental, and dependent care Resources that provide support and promote physical, emotional, social, and financial well-being Support to help you reach your career goals: Training, classes, and professional development Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov ) Employee Assistance Program (EAP) for work/life support: A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well-being, or job performance Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care Programs, resources and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota. Minnesota State is an equal opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status. #J-18808-Ljbffr State of Minnesota