Do you have excellent communication and organizational skills? Join the Department of Health Services as our Outpatient Clinic Office Assistant!
Starting salary up to $36.26/hour ($75,678/year) and a competitive total compensation package!*
About the Position
The Outpatient Clinic Office Assistant will be the face of the Medical Therapy Unit, an outpatient medical clinic that services pediatric and young adult clients with physical and occupational therapy needs. This position will operate the front desk of the Medical Therapy Unit, which is within the Department of Health Services' Public Health Division and will be the main person acting as the front desk receptionist and ensuring the front office space and reception desk are welcoming and organized. In addition to occupying the front desk, work duties involve supporting the Medical Therapy Program team by:
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Greeting clients and answering phones and voicemails
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Taking notes at meetings and sending them out to supervisors
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Managing office mail, email, inventory, and ordering of office supplies
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Pulling reports upon staff requests from UCSF, Stanford, Shriners, and other Electronic Health Records and uploading to the internal system
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Entering data into electronic health records and the state database; opening cases, closing cases, and tracking client lists
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Faxing prescriptions to doctors for signatures, and tracking the entire process to ensure completion
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Helping with billing duties, including importing and exporting necessary data and communicating with the team on billing statuses
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Coordinating multiple Medical Therapy Conferences with physicians, including distributing schedules to attending staff and community partners, preparing and routing documents, uploading dictations, and creating Medi-Cal billing forms
The ideal candidate for this position will be someone with experience managing a front desk or front office, as well as someone with the ability to handle a high volume of data input. In addition, they will possess many of the following:
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Experience in a medical office or similar setting
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The ability to work in a public-facing role, working with clients, families, and staff members
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Proven data-entry skills, with the ability to input data quickly and accurately
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The ability to handle multiple competing and complex administrative tasks at one time, and be able to prioritize them as needed
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The ability to proficiently use software systems (Excel, Microsoft Teams, SharePoint, virtual platforms, the Electronic Medical Record system, etc.)
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Excellent communication that is gentle and clear, especially with a vulnerable and diverse population
What We Offer at the County of Sonoma
Working at the County of Sonoma offers expansive opportunities for growth and development, the ability to be a part of a challenging and rewarding work environment, and the satisfaction of knowing you're working to better our communities. You can also look forward to flexible work arrangements and excellent benefits* including:
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Salary Advancement - A salary increase after 1,040 hours (6 months when working full-time) for good work performance; eligibility for a salary increase for good performance every year thereafter, until reaching the top of the salary range
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Paid Time Off - Competitive vacation and sick leave accruals, 12 paid holidays, and an additional 8 floating holiday hours per year
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County Paid Health Premium Contributions - 100% premium contribution for the majority of employee-only and employee + family health plan options
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Post-Retirement Health Reimbursement Arrangement - County contributions to help fund post-retirement health insurance/benefits
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Retirement - A pension fully integrated with Social Security
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Paid Parental Leave - May be eligible for up to 8 weeks (320 hours) after 12 months of County employment
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Additional Benefits - Excellent dental, vision, disability, life insurance, employee assistance program, professional development, and more
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Student Loan Debt Relief - County employees may be eligible for Public Service Loan Forgiveness through the U.S. Department of Education
- Salary is negotiable within the established range. Benefits described herein do not represent a contract and may be changed without notice. Additional information can be found in the Service Employees International Union Local 1021 Memorandum Of Understanding (SEIU MOU) and our Employee Benefits Directory.
This recruitment is being conducted to fill an Outpatient Clinic Office Assistant position in the Department of Health Services. This employment list may also be used to fill future full-time, part-time, or extra-help (temporary) positions as they occur during the active status of the list. Qualified employees who wish to be considered for future positions should consider applying to this recruitment. The Civil Service title for this position is Senior Office Assistant.
Application submissions require the Supplemental Questionnaire to be completed.
Experience & Education: Any combination of training and experience which would likely provide the required knowledge and abilities. Normally, two years as an Office Assistant II with the County or two years of comparable work experience in an office environment will provide this opportunity.
Special Skill Assignment: Some positions may require the ability to type at a corrected speed of 45 words per minute. All positions require considerable ability to operate a personal computer and multiple software. Some positions may require the ability to communicate in a language other than English.
License: Possession of a valid driver's license at the appropriate level including special endorsements, as required by the State of California, may be required depending upon assignment to perform the essential job functions of the position.
The position advertised on this announcement does not require possession of a valid California Driver’s License.
Considerable knowledge of: clerical and department practices, procedures, programs, services, policies, and regulations; the purpose and processing of a diversity of forms and documents; English grammar, vocabulary, spelling, punctuation and composition.
Working knowledge of: methods and techniques used in researching, proofing, evaluation, gathering, organizing and arranging data; techniques and practices for leading workers; basic mathematics; business letter writing; the use of electronic information equipment and specific systems as used within the department.
Ability to: read English at a level necessary to understand procedures, manuals, policies and guidelines; write English at a level necessary to prepare correspondence and record incoming information; speak English at a level necessary to communicate information clearly; answer a variety of questions related to department programs, services and operations; exercise sound judgement when initiating processes, actions, and alternatives within established procedures and regulations; understand and carry out written and oral instructions; prepare and maintain accurate reports and records; establish and maintain harmonious work relationships with employees and the public; communicate effectively verbally and in writing with individuals from diverse socio-economic and cultural backgrounds; enter data accurately into automated systems; maintain confidentiality of restricted information; use discretion in organizing work and carrying out assignments with minimum supervision; use electronic information equipment and specific systems as used within the department; understand and apply specific rules, codes, regulations, procedures, policies, and precedents; select, interpret and explain regulations and procedures to others; locate, identify, and correct technical inaccuracies; provide direction to others; work independently in performing assignments and in resolving problems and deviations; establish, organize and arrange and revise the maintenance of department files; research, proof, evaluate, gather, organize and arrange a diversity of information; produce on a computer keyboard or a typewriter a variety of material to include graphs, charts, statistical statements, specifications, purchase orders, reports and standardized forms; independently research and prepare correspondence in answer to inquiries about department records, programs, services and regulations; maintain and process a variety of records and transactions; make accurate and rapid mathematical calculations; operate office equipment to include personal computers, alpha readers, typewriters, calculators, printers, copiers, adding machines, microfilm equipment, and data processing terminals.
- Your application information and your responses to the supplemental questions are evaluated and taken into consideration throughout the entire selection process.
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You should list all employers and positions held within the last ten years in the work history section of your application. Be as thorough as possible when responding to the supplemental questions.
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You may include history beyond ten years if related to the position for which you are applying. If you held multiple positions with one employer, list out each position separately.
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Failure to follow these instructions may impact your competitiveness in this process or may result in disqualification.
Please visit Getting a Job with the County of Sonoma to review more detailed information about the hiring process, including the application process, examination steps, and department selection process.
Application submissions require the Supplemental Questionnaire be completed.
Responses to supplemental questions will be scored using position-specific criteria. Please provide specific and detailed responses of a reasonable length to allow for a thorough assessment of your qualifications. Responses that state, "See Resume" or "See Application" may be considered insufficient and therefore may not be scored.
The selection procedure will consist of the following examination:
An Application and Supplemental Questionnaire Appraisal Examination (weight 100%) will be conducted to evaluate each applicant's application and supplemental questionnaire for satisfaction of minimum qualifications (pass/not pass); and for educational coursework, training, experience, knowledge, and abilities which relate to this position. Personally identifiable information (PII) is removed from the standard application fields and applicable attachments. This PII blind screening practice redacts a candidate’s personal information that could potentially influence or bias the scoring process. Personal information includes the applicant’s name, former last name, address, phone number, email, driver's license number, school name, education start and end dates, age, date of birth, gender, and race. This PII blind screening practice helps contribute to a fair and equitable examination process.
Each applicant will be evaluated based on the following criteria:
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Relevance of work history, related experience, and achieved level of education and/or training as described in the application and responses to the supplemental questions.
Candidates demonstrating possession of the minimum qualifications will be placed on an employment list in order of most qualified to least qualified based on the achieved score received in the Application and Supplemental Questionnaire Appraisal Examination which evaluates the education, training, experience, skills, knowledge, abilities, and other qualifications that you demonstrate in your application and/or response to the supplemental questionnaire. Please be aware that resumes and cover letters are not typically evaluated in the Application and Supplemental Questionnaire Appraisal Examination. Scores may be adjusted based on such factors as the number of candidates, anticipated vacancies, past practice, and natural breaks in the scores achieved by this group of candidates.
Additional Information
A background investigation is required prior to employment. Candidates referred to departments for a selection interview are typically required to sign authorization and release forms enabling such an investigation. Failure to sign prescribed forms will result in the candidate not being considered further for that vacancy. Reference information will not be made available to candidates.
Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter. You may also review the Job Classification Screening Schedule to determine the requirements for this position.
How to Apply
Applications are accepted online at www.yourpath2sonomacounty.org. Paper applications may be submitted by person, fax (707-565-3770), email, or through the mail. All applications and appropriate supplemental information as outlined in the job announcement must be received by the time and date specified on the first page of this job announcement. Applications received after the recruitment closes will not be accepted.
The County of Sonoma values diversity and is dedicated to creating a workplace environment that provides individuals with a sense of belonging. We are committed to having a diverse workforce that is representative of the communities we serve. The County is proud to be an Equal Opportunity Employer where all aspects of employment are based on merit, competence, performance, and business need.
HR Analyst: SZ
HR Technician: PPB
