Medical Office Assistant II/III - Surgical Subspecialty Clinic

Job Description:

Medical Office Assistant II/III - Surgical Subspecialty Clinic

Description

Description

How to Submit a Successful Application video: https://hr.venturacounty.gov/how-to-apply/application

The Ventura County Health Care Agency encompasses a wide range of departments through our award-winning hospitals, clinics, public health, behavioral health, and health plan services. We are proud to provide high-quality, community-based healthcare services to all residents of Ventura County.

Ventura County Medical System (VCMS) is a fully integrated, comprehensive system of hospital, clinic and specialty services. The system provides access to health care to all county residents, with special emphasis on serving underserved populations and those facing barriers to care. Ventura County Medical Center (VCMC) is a designated Level II Trauma Center and is recognized for its extraordinary trauma team, which includes highly skilled surgeons specializing in Otolaryngology (ENT), Urology, Neurosurgery, and Plastic Surgery.

Under direction, the Medical Office Assistant performs a variety of clerical and administrative duties in a high-volume outpatient clinic supporting surgical specialties, including Otolaryngology (ENT), Urology, Neurosurgery, and Plastic Surgery. Responsibilities may include providing customer service to patients and visitors, patient intake and check-in, scheduling and coordination of care and services, insurance verification and authorization, record maintenance, and document management.

The ideal candidate is detail oriented with strong organizational, time management, interpersonal and communication skills. They will have experience working in a surgical specialty practice or ambulatory surgery center environment, including scheduling patients and surgical procedures and registering patients. They will have experience in a variety of automated office equipment, including practice management systems and electronic health records systems.

WHAT WE OFFER:
The County of Ventura offers an attractive compensation and benefits package. Aside from our base salary range, an employee in this position may also be eligible for the following:

• Educational Incentive - An educational incentive of 2.5% for completion of an associate's degree, 3.5% for completion of a bachelor's degree, or 5% for completion of a graduate's degree.
• Bilingual Incentive - Incumbents may be eligible for bilingual incentive depending upon operational need and certification of skill. Proficiency levels by exam are $0.69/hour (Level I), $1.00/hour (Level II), or $1.32/hour (Level III).
• Merit Increases - New employees serving their initial County service probationary period are eligible for an initial 5% merit increase upon completion of at least 1,040 hours (approximately six months) assuming work meets satisfactory standards. Subsequent merit increases will be upon completion of each additional 2,080 hours (approximately one year) from the initial merit increase.
• Deferred Compensation - Eligible to participate in the County's 401(K) Shared Savings Plan and/or the Section 457 Plan. If you participate in the County sponsored 401(K) plan, the County will match a part of your contribution up to 3% of your salary, on a per pay period basis.
• Health Plans - You are afforded a flexible credit allowance for purchasing medical plan under the County’s Flexible Benefits Program. County now pays 100% of dental, and vision premiums.
• Flexible Spending Accounts - Pre-tax benefit towards eligible medical, dental, and vision care expenses.
• Pension Plan - Participate in the County's defined benefit pension plan that provides lifetime payments to retirees. Members are "vested" after attaining five years of retirement service credit. If eligible, you may establish reciprocity with other public retirement systems such as CalPERS.
• Holidays - 13 paid days per year which includes a scheduled floating holiday.
• Additional Benefits - Tuition Reimbursement, Disability Plans, Employee Assistance Program, Life Insurance, Wellness Program.
• To learn more about the benefits, please follow the link below

https://vcportal.venturacounty.gov/CEO/HR/MOA/docs/SEIU_MOA_2025-2029.pdf

DISTINGUISHING CHARACTERISTICS:

• Medical Office Assistant II ($21.95 - $30.69) - This is the journey level classification 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.

• Medical Office Assistant III ($23.56 - $32.96) - This is the advanced journey level classification in this job series. Incumbents perform clerical duties requiring application of specialized program knowledge of ongoing operations and services, support duties requiring interpretation of rules and regulations, and assessment of individual circumstances to determine appropriate course(s) of action.

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

AGENCY/DEPARTMENT: Health Care Agency - Ambulatory CareMedical Office Assistant (all levels) are represented by the Service Employees' International Union (SEIU) and is 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), Intermittent, and Extra-Help vacancies within the Health Care Agency.

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: 3/23/2026
CLOSING DATE: 4/6/2026 at 5:00 p.m.

Examples Of Duties

Duties may include but are not limited to the following:

• Greets and registers patients in the practice management system for office procedures, surgical consultations, pre-operative evaluations, and post-operative follow-up visits; verifies demographic and insurance information and ensures required surgical documentation is complete;
• Schedules office procedures, surgical consultations, pre-operative appointments, post-operative visits, and diagnostic testing; coordinates surgery dates with surgeons, hospital, and specialty departments;
• Contacts patients prior to scheduled procedures to confirm appointments, provide pre-operative instructions, and verify completion of required laboratory tests, imaging studies, and medical clearances;
• Reviews daily surgical and clinic schedules to identify scheduling conflicts, missing documentation, incomplete authorizations, or patients requiring additional preparation prior to surgery;
• Reviews and manages surgical and clinic schedules to anticipate missed opportunities, scheduling errors, registration form updates, insurance eligibility, and co-payments;
• 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; obtains factual information to create or update files and charts; provides assistance in the completion of forms; refers clients/patients to appropriate resources; assures federal and state confidentiality measures are followed;
• Compiles routine reports, records, and charts by extracting and/or tabulating information from a variety of sources such as files, reports, notes, logs, correspondence, and/or verbal instruction; identifies variations in data;
• Handles high volume of patients, internal/externals customers, and frequent changes, delay or unexpected events;
• Verifies coverage and payer eligibility, which may include programs, private insurances, and Medi-Cal. Performs financial screenings for program eligibility. Requests pre-authorizations when needed;
• Performs cashiering duties and collects co-payments, payments, procedure/surgery deposits, and outstanding balances;
• Communicates with patient care team to ensure that patient care needs are addressed;
• Monitors waiting areas and ensures areas are maintained clean;
• May assist patients in coordinating appointments with diagnostic or specialty services;
• Demonstrates culturally 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;
• Scans, uploads, and sorts documents 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; may transcribe medical documents;
• Operates a variety of automated office equipment including computers;
• May provide back-up for basic patient assistance care when required (i.e., patient vital signs or patient emergency or comfort care);
• May provide assistance with various tasks, which include changing linen and bags, inventory/stocking of units, and general maintenance and cleaning of units; and
• Performs other related duties as required.

Typical Qualifications

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

EDUCATION, TRAINING and EXPERIENCE:

Medical Office Assistant II:

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.

Medical Office Assistant III:

Progressively responsible 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:

• Two (2) years of clerical experience, one (1) of which must have been in a health care setting that required knowledge and use of medical terminology and procedures.

NECESSARY SPECIAL REQUIREMENTS:

• Experience in submitting and obtaining prior authorizations through various health plan portals.
• Experience working in a surgical specialty practice or ambulatory surgery center environment performing medical office support duties.
• Experience using practice management and electronic health record system(s)
• Depending on the position, typing and/or bilingual skills may be required.

KNOWLEDGE, SKILLS, AND ABILITIES:
Working to Thorough knowledge (depending on assignment) of:

• Surgical clinic workflow, operations, methods, and practices;
• Pre-operative preparations, and post-operative follow-up processes;
• Insurance verification and authorization processes;
• Practice management and electronic health record systems;
• Medical terminology and procedures;
• Filing systems and procedures;
• Record maintenance systems;
• Report compilation;
• Public contact techniques.
• Techniques to expedite or improve clerical tasks and record processing;
• Correct English usage, spelling, grammar, and punctuation.

Working to Thorough skill (depending on assignment) in:

• Coordinating surgical schedules;
• Communicating effectively with patients and clinical staff;
• Demonstrating a certain prescribed proficiency in typing or equivalent word processing or data entry and/or taking and transcribing dictation.

Working to Thorough ability (depending on assignment) to:

• Coordinate multiple appointments and services related to surgical care;
• Prioritize and manage a high volume of patients;
• Work collaboratively with surgeons, nurses, anesthesia staff, and other healthcare professionals;
• Communicate surgical preparation instructions clearly to patients;
• Perform and coordinate clerical and/or manual tasks, progressing from moderately difficult and responsible work, and ultimately to complex and highly responsible assignments, performed with little or no direct supervision at higher levels.
• 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;
• Understand, follow, and convey written and verbal information/instructions.

WORKING CONDITIONS:
Positions may involve moderate to heavy public contact, including ambulatory or non-ambulatory patients in an outpatient or inpatient medical service delivery area.

Recruitment Process

FINAL FILING DATE: Applications must be received by County of Ventura Human Resources no later than 5:00 p.m. on Monday, April 6, 2026.

To apply on-line, please refer to our website at hr.venturacounty.gov . If you prefer to fill out a paper application form, please call (805) 677-5184 for application materials and submit them to County of Ventura Human Resources - Health Care Agency, 646 County Square Drive, Ventura, CA 93003.

NOTE TO APPLICANTS: It is essential that you complete all sections of your application 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, if/they may not be submitted in lieu of the application.

LATERAL TRANSFER OPTION: 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 appointed 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 may 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 EXAMINATION - 100%: An online, un-proctored job-related written examination will be administered to test candidates' knowledge of office practices, customer service skills, vocabulary, and medical terminology. Candidates must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list. How to Prepare for a Written Test: https://hr.venturacounty.gov/how-to-apply/written-test

Applicants successfully completing the examination 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 Vivian Merida via email at [email protected] or by telephone at (805) 677-5231.

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.

Service Employees International Union (LOCAL 721)
(SEIU)

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website or you may call (805) 654-2570.
• Retirement FAQ's
• Memorandum of Agreement

Union Code: UPP

Closing Date/Time: 4/6/2026 5:00 PM Pacific

Salary:

$43,680.00 - $68,551.66 Annually