Job Abstract

Under direct supervision, the Emergency Services Medical Office Assistant performs a variety of clerical duties in a fast-paced environment within Ventura County Medical Center and Santa Paula Hospital. Support activities may include public service, records maintenance, document production and/or case management/processing. The role involves working a 12-hour work schedule to ensure continuous support and effective management of emergency services.

Distinguishing Characteristics:
Entry level classifications (MOA I and MOA I-PDP) in this job series, incumbents perform routine clerical and/or manual tasks with simple, clear-cut instructions involving no more than a few steps per task and possess some program knowledge (i.e., medical terminology and medical office operations).

Journey level classifications (MOA II and MOA II-PDP) in this job series, incumbents perform a variety of clerical duties according to established criteria and prescribed procedures. Some independent judgment is required in choosing among alternative courses of action in mostly standardized operations or routine situations.

The Per Diem Pool (PDP) classifications are distinguished from the Regular classifications in that incumbents in these classifications receive limited benefits. They are eligible to receive shift differential, standby, and callback premium pay and may participate in the Ventura County Employees' Retirement Association if they are assigned a work schedule of 64 hours or more biweekly. Incumbents hired into these positions are not guaranteed any specific number of work hours per biweekly pay period, and management has the authority to relieve them from duty when there is insufficient work.

Agency/Department: Health Care Agency – Ventura County Medical Center/ Santa Paula Hospital

APPROXIMATE SALARIES:
Medical Office Assistant I - $16.87 - $22.37 per hour
Medical Office Assistant II - $17.62 - $24.64 per hour
Medical Office Assistant I - PDP - $20.39 Hourly
Medical Office Assistant II - PDP - $21.84 Hourly

EDUCATION/BILINGUAL INCENTIVE:
Incumbents may be eligible for an educational incentive of 2.5%, 3.5%, or 5% based on completion of an Associate's, Bachelor's, or Master's degree that is not required for the classification. Incumbents may also be eligible for bilingual incentive depending upon operational need and certification of skill.

VETERAN’S POINTS: This is a trainee/entry level classification (Level I/II), and Veteran’s Points may apply to eligible candidates. Documentation of military service (DD-214) must be submitted prior to close of recruitment in order to receive points.

Medical Office Assistant (all levels) are represented by the Services Employees International Union (SEIU) and are eligible for overtime compensation.

The eligible list established from this recruitment may be used to fill current and future Regular (including Temporary and Fixed term), vacancies for this position only. There are currently two (2) regular vacancies within Ventura County Medical Center.

NOTE: If appointed at the lower level, incumbent may be promoted to the higher level without further examination upon meeting the minimum requirements, demonstrating satisfactory performance, and in accordance with the business needs of the department.

TENTATIVE SCHEDULE:
OPENING DATE: 06/18/2024
CLOSING DATE: Continuous

Duties may include but are not limited to the following:

• Receives clients and answers phone calls; determines how incoming calls should be routed; directs people to appropriate locations, service, or information sources; answers routine questions; explains routine procedures, processes, or departmental activities; schedules appointments; obtains factual information to create or update files and charts; provides assistance in the completion of forms; assures federal and state confidentiality measures are followed;
• Compiles routine reports, records, and charts by extracting and/or tabulating information for a variety of sources such as files, reports, notes, logs, correspondence, and/or verbal instruction;
• Handles high volume of patients, internal/externals customers, and frequent changes, delay or unexpected events;
• Communicates with patient care team to ensure that patient care needs are addressed;
• May assist patients in coordinating appointments with diagnostic or specialty services.;
• Demonstrates cultural sensitivity and competence with patients;
• Prepares, validates, processes, and/or checks a variety of documents for completeness, accuracy, and submission standards;
• Transfers professional and technical instructions to patient or program files; researches reference materials to respond to client or coworker inquiries;
• Sorts and/or files materials such as charts, correspondence, and miscellaneous documents; maintains files; conducts systematic search for misplaced materials; maintains cross-reference files or indexes; purges filing systems as directed;
• Types a variety of documents such as correspondence, standard forms, charts, proposals, specifications, and reports from written, recorded, and/or printed sources and/or verbal instructions; proofreads typed materials for correct grammar, spelling, and punctuation;
• Operates a variety of automated office equipment including computers;
• May provide assistance with various tasks, which include inventory/stocking of units and general maintenance and cleaning of units;
• Conducts patient follow-up calls regarding culture results;
• Handles urgent calls from panel doctors who need to reach ER doctors immediately;
• Assists with facilitating urgent patient transfers; and
• Performs other related duties as required.

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING, and EXPERIENCE:
Medical Office Assistant I/PDP
Some clerical experience in a medical service delivery area which has led to the acquisition of the required knowledge, skills, and abilities.

The required knowledge, skills, and abilities also can be obtained by six (6) months of paid and/or volunteer clerical experience in a medical or mental health service delivery office environment in a job that required knowledge and use of medical terminology and procedures OR a certificate from an approved medical assistant training program (Watterson, Bryman, Adult Education, Center for Employment Training, Ventura College, Oxnard College, etc.). The certificate must be provided to the appointing authority at the time of appointment.

Medical Office Assistant II/PDP
Considerable clerical experience in a medical service delivery area which has led to the acquisition of the required knowledge, skills, and abilities. The required knowledge, skills, and abilities also can be obtained by one (1) year of clerical experience and/or training in clerical occupational fields which included six (6) months of experience in a medical or mental health office environment that required knowledge and use of medical terminology and procedures.

NECESSARY SPECIAL REQUIREMENT(S)

• Must be willing to work every other weekend (MOA I/II), or one weekend per month (MOA I/II - PDP)
• Must be willing to work 12-hour day and/or night shifts.
• Depending on the position, typing or bilingual skills may be required.

• medical office operations, methods, and practices;
• medical terminology and procedures;
• filing systems and procedures;
• record maintenance systems;
• report compilation;
• public contact techniques;
• operations, procedures, and practices used in support of the function to which assigned;
• techniques to expedite or improve clerical tasks and record processing; and
• correct English usage, spelling, grammar, and punctuation.

• demonstrating a certain prescribed proficiency in typing or equivalent word processing or data entry and/or taking and transcribing dictation.

• perform and coordinate routine clerical and/or manual tasks;
• set-up and maintain records and filing systems;
• extract information from a variety of sources;
• operate a variety of automated office equipment;
• accurately perform and proof the transfer of information from one document to another, comparing the data from two or more sources for accuracy and completeness;
• perform basic arithmetic calculations;
• establish and maintain cooperative working relationships; and
• understand, follow, and convey written and verbal information/instructions.

FINAL FILING DATE: This is a continuous recruitment and may close at any time; therefore, apply as soon as possible if you are interested. Your application must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on the closing date.

To apply on-line, please refer to our web site at www.ventura.org/hr. If you prefer to fill out a paper application form, please call (805) 654-5129 for application materials and submit them to County of Ventura Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

Note to Applicants: It is essential that you complete all sections of your application and supplemental questionnaire thoroughly and accurately to demonstrate your qualifications. A resume and/or other related documents may be attached to supplement the information in your application and supplemental questionnaire; however, it/they may not be submitted in lieu of the application.

LATERAL TRANSFER: If presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible. If interested, please click here for additional information.

SUPPLEMENTAL QUESTIONNAIRE – qualifying: All applicants are required to complete and submit the questionnaire for this examination at the time of filing. The supplemental questionnaire may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position. Failure to complete and submit the questionnaire will result in the application being removed from consideration.

APPLICATION EVALUATION – qualifying: All applications will be reviewed to determine whether or not the stated requirements are met. Those individuals meeting the stated requirements will be invited to continue to the next step in the screening and selection process.

WRITTEN EXAM – 100%: A job-related written examination will be administered to test candidates' knowledge of office practices, comparisons, vocabulary, arithmetic, reading comprehension, filing, records management, interpersonal relations, and medical terminology. Candidates must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

Applicants successfully completing the exam process may be placed on an eligible list for a period of one (1) year.

BACKGROUND INVESTIGATION: A thorough pre-employment, post-offer background investigation which may include inquiry into past employment, education, criminal background information, and driving record may be required for this position.

For further information about this recruitment, please contact Erika Ayala at Erika.Ayala@ventura.org or by telephone at (805) 677-5164.

EQUAL EMPLOYMENT OPPORTUNITY
The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.