Clerical Supervisor I-II-III - Surgical Subspecialty Clinic

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

THE CLINIC

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.

THE POSITION

Under direction, the Clerical Supervisor (I/II/III) for the Surgical Subspecialty Clinic, plans, organizes and supervises assigned clerical operations or support unit(s) which may involve highly technical and specialized journey or advanced journey level clerical work. The incumbent will lead their department and support administrative functions by planning and reviewing the work of staff, developing initiatives to support department productivity goals, and managing procedural operations of the department. The position supports surgical specialty practices and ambulatory surgery center services by supervising front office staff, conduct trainings, disseminate information to their team, and support in administrative tasks.

THE IDEAL CANDIDATE

The ideal candidate will have some lead or supervisory experience including, training, coaching, and team building, as well as strong leadership abilities complemented by knowledge of and experience with practice management systems (PMS), and electronic medical records (EMR) systems. They should be detail oriented, technologically savvy, and results-driven, with exceptional customer service and communication skills. Additionally, the candidate will have experience in an outpatient clinical setting or surgical specialty practice, demonstrating the ability to manage multiple priorities effectively in a fast-paced setting while delivering high-quality care and support.

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

DISTINGUISHING CHARACTERISTICS

At each successive level, the incumbents are expected to demonstrate greater initiative, self-direction, independent judgment and conflict resolution than the preceding classification. Clerical Supervisor I ($24.26

• $33.94): Plans, organizes, supervises and performs specialized clerical and technical work. This level serves as working supervisor of an organizational unit or shift. The work is characterized by the mix of journey/advanced journey level activities and supervisory responsibility over the assigned unit. Clerical Supervisor II ($26.67
• $37.35) : Is the journey level classification in this job series. Incumbents plan, organize and supervise the specialized clerical and technical work of one clerical operation or support services unit. Clerical Supervisor III ($29.38
• $41.

15) : Is the advanced journey level classification in this job series. Incumbents plan, organize and supervise the specialized clerical and technical work of multiple work units or all three shifts of a 24-hour operation. Clerical Supervisor III is utilized to describe positions responsible for several units performing multiple clerical functions or all three shifts on a 24-hour operation.

AGENCY/DEPARTMENT

Health Care Agency

• Ambulatory Care Clerical Supervisors I, II, and III are represented by the Service 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) Intermittent, and Extra-Help vacancies for this position only. There is currently one (1) Regular vacancy with the Surgery Subspecialty Clinic.

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

06/11/2026

CLOSING DATE:

06/25/2026 at 5:00 p.m. Depth and breadth of assignments increase at each level and may include, but are not limited to the following: Plans, organizes, trains and supervises the work of medical office assistants, clerical staff and other subordinate secretarial personnel; reviews work of staff to ensure adequacy and accuracy of documents and files processed through the department; Oversees and manages the registration & scheduling process, which includes inputting and retrieving patient information utilizing multiple databases; ensures appropriate government code input to receive reimbursement; identifies scheduling errors; Develops and implements internal program procedures and work methods; instructs staff on changes in procedure or policy that affect operation; conducts training and orientation of new staff and ongoing training for all staff; Performs and reports on clinic performance and compliance audits in accordance with professional standards and procedures; Handles the more difficult and complex procedural problems; researches state law, county codes and policies to ensure compliance and prepares and processes documents as needed; responds to questions and special problems of the public or various departmental representatives; may handle communication with outside agencies; Delivers exceptional customer service by addressing inquiries, resolving issues, and ensuring customer satisfaction; Collaborates with physicians, staff, health insurers, and outside agencies to enhance the relationships between patients and our health system; Maintains pertinent records and performs related work as required which may include typing, filing, preparing and mailing of correspondence, briefs, exhibits, lists, various documents, arbitrations, civil service matters and other employee relations matters; Maintains current knowledge of office computer systems, including performance management system, electronic health records system and word processing software; Initiates, monitors, evaluates and revises all office related blanket purchase orders for office supplies and equipment; May prepare employee performance appraisal and/or evaluations; may receive and resolve routine personnel matters and make recommendations to superiors on difficult and complex personnel matters; May act as back-up secretary and assist all clerical staff; May be assigned additional clerical, technical, administrative and/or supervisory duties and responsibilities; May assist with staffing needs and other program decisions; and Performs other related duties. These are entrance requirements to the exam process and ensure neither continuance in the process nor placement on an eligible list. EDUATION, TRAINING, and

EXPERIENCE

Some (I), considerable (II), or progressively responsible (III) clerical/secretarial experience which has led to the acquisition of the required knowledge and abilities. The required knowledge and abilities also can be obtained by: Clerical Supervisor I Any combination of education, training or experience equivalent to four (4) years of clerical/secretarial experience which demonstrates the ability to plan, assign, train and evaluate the work of others. Clerical Supervisor II Any combination of education, training or experience equivalent to five (5) years of clerical/secretarial experience which includes at least one (1) year of direct supervisory experience in an outpatient clinic. Depending on the assignment, experience in a specialty area may be required. Clerical Supervisor III Any combination of education, training or experience which is equivalent to six (6) years of clerical experience. Two (2) of the six years must have included direct supervisory experience in an outpatient clinic. Depending on the assignment, considerable experience in a specialty area may be required.

DESIRED:

Experience using electronic medical record (EHR) software (ie. Cerner) Bilingual (English/Spanish) Experience working in a surgical clinical setting

OTHER REQUIREMENTS

Depending on the position, a minimum net words per minute typing speed and/or shorthand speed may be required. Depending on assignment, a valid California driver license may be required KNOWLEDGE, SKILLS, and

ABILITIES

Thorough to comprehensive knowledge (depending on level in series) of: clerical/ secretarial practices and procedures related to an outpatient clinic with surgical specialties, including standard abbreviations and medical terminology; intake and insurance authorization processes; general surgical office operations, practices and procedures; medical regulatory compliance processes and procedures (ie. HIPAA) record retention practices; clerical work methods and techniques; practice management system for processing reimbursement claims for healthcare services, scheduling, and registering patients. Working to considerable knowledge (depending on level in series) of: performance and compliance audits; clerical/ secretarial systems as applicable to a surgical clinic; principles and practices of effective supervision related to selection, training, direction, control and evaluation of subordinates; supervisory practices and techniques; automated systems (i.e. EMR software i.e. Cerner). Thorough to comprehensive ability (depending on level in series) to: perform and supervise others involved in clerical/secretarial file processing, records maintenance and other specialized clerical work; plan, organize and direct the work of staff to meet varying workload demands and specific time requirements. apply rules, policies and procedures; evaluate unusual situations and resolve them through the application of standard policies and procedures; develop and implement work methods & procedures; prepare documents and narrative statistical/program status reports; establish and maintain cooperative working relationships; function as a liaison between physicians, staff and patients; troubleshoot any potential problems with patients and staff; address issues, complaints, concerns timely and implement effective solutions; communicate effectively both verbally and in writing; understand and follow written and verbal directions.

Supplemental Information:

Incumbents are responsible for the supervision of a clerical/ secretarial staff and for the continued training and orientation of new and current staff.

FINAL FILING DATE

Applications must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on Thursday, June 25, 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 and supplemental questionnaire thoroughly and accurately to demonstrate your qualifications. A resume may be attached to supplement your responses in the above referenced sections; however, it may not be substituted 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 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 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 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, non-proctored job-related written examination will be administered to test candidates' knowledge of office operations and practices, math, English usage and reading comprehension, proofreading, and basic supervision.

Candidates must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list. Applicants successfully completing the examination process may be placed on an eligible list for a period of one (1) year. Click on the link for How to Prepare for a

Written Test:

https://hr.venturacounty.gov/how-to-apply/written-test

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 Vivian.

Merida@venturacounty.gov 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.