Job Description

Posting number: POSTING ONLY

Department: Family Health Services

Job classification: Medical Office Specialist

Posting type: Open & Promotional

Categories: Clerical & Data Entry, Health Services, Public Health, Social Services, Child Support, Human Services, Health Education, Office and Administrative Support

Summary

San Mateo County Health - Family Health Services is seeking an experienced Medical Office Specialist (MOS) for the Home Visiting Programs to provide difficult, technical, complex or specialized medical office support. The current vacancy is a full-time, limited-term vacancy and the expected duration is about 2 years.

Family Health Services Home Visiting Programs focus on the health and well-being of infants, children, teens, young adults and parents. These home visiting programs provide home visits to support children and families using evidence-based models including Nurse-Family Partnership, Healthy Families San Mateo County, Promoting First Relationships, SafeCare and Trauma Informed Approach. These programs provide developmental screenings, support for children with special health needs, parenting support, health education, and include home visiting services and the Childhood Lead Poisoning Prevention Program. The Family Health Services Pediatric Home Visiting Program is implementing an evidence-based program that aims to promote the health of postpartum women and their babies, strengthen parent-child bonding, and create a healthy environment for the entire family by providing intensive home visiting services to families in San Mateo County.

This Medical Office Specialist performs a variety of specialized administrative duties including providing customer service to staff, clients and families; collaborating with other professionals in a team setting; assisting in the development and implementation of family-centered policies and procedures. The successful hire will also operate Avatar, EPIC and Microsoft Office Suite (e.g. Word, Excel, Outlook, PowerPoint, etc.) to perform work duties.

The ideal candidate for the position has the ability to work independently with minimal supervision using initiative and sound independent judgment within established guidelines; proven technical skills mastering use of a variety of computer programs; embraces change; read, interpret and apply rules, policies and procedures; maintain accurate records and files; organize work, set priorities and meet critical deadlines; communicate effectively and establish and maintain effective working relationships with those contacted in the course of work. Additionally, the ideal candidate is also detail-oriented, has the ability to multi-task, enjoys working in a fast-paced environment, is a team player and experienced working with small multidisciplinary teams, is able to establish boundaries, and has good decision-making skills. Desire to make a difference in the lives of children/young adults with major health problems and, or disabilities strongly preferred.

Note: This is a limited term, at-will position. Limited Term Employees are assigned to assignments not to exceed three years. They receive medical and dental benefits, similar to regular employees, and a defined contribution retirement plan.

Examples of duties

Duties may include, but are not limited to, the following:

• Perform difficult, complex, technical or specialized medical office support work, which may require the exercise of independent judgment, the application of technical skills, and a knowledge of detailed or specialized activities related to the medical area to which assigned.
• Research and assemble information from a variety of sources for the completion of forms or the preparation of reports; make arithmetic or statistical calculations.
• Provide information to the public or to County staff that requires the use of judgment and the application and interpretation of policies, rules or procedures.
• Organize, maintain and purge various departmental files.
• Type correspondence, reports, forms, and specialized documents from drafts, notes, dictated tapes, or brief instructions, using a typewriter, word processor or computer terminal.
• Proofread and check typed and other materials for accuracy, completeness, and compliance with departmental policies and regulations.
• Enter and retrieve data and prepare reports using an on-line or personal computer system; review such reports for accuracy and make corrections as required.
• Oversee and personally perform a variety of medical office administrative details such as ordering supplies, arranging for the repair of equipment, transmitting information, and keeping reference materials up to date.
• May act as receptionist and receive and screen visitors and telephone calls; direct the visitor or caller to the proper person or personally handle the call; operate standard office equipment.
• May train others in work procedures or direct the work of others on a project or relief basis.
• Provide off hours support as required.
• Perform related duties as assigned.

Qualifications

Knowledge of:

• Office administrative practices and procedures, including filing and the operation of standard office equipment.
• Basic business data processing principles and the use of word processing or personal computing equipment.
• Medical terminology as related to office support work.
• Policies and procedures related to the medical treatment or screening area to which assigned.
• Proper form for typed materials.
• Business arithmetic, including percentages and decimals.
• Correct English usage, including spelling, grammar and punctuation.
• Record keeping principles and procedures.

Skill/Ability to:

• Perform technical, specialized, complex or difficult medical office support work.
• Organize, prioritize and coordinate work activities.
• Read, interpret and apply rules, policies and procedures.
• Organize, research and maintain patient and general office files.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Compose routine correspondence from brief instructions.
• Make arithmetic calculations with speed and accuracy.
• Use initiative and sound independent judgment within established guidelines.
• Operate standard office equipment, including a word processor, personal or on-line computer, and centralized telephone equipment.

NOTE: Specific positions may require the ability to type at a rate of 40 net words per minute from printed copy.

Education and Experience:

Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:

• One year of journey-level office support experience in a medical office setting OR two years of general clerical or office assistant experience.

Supplemental information

This is a Limited-Term recruitment. Anyone may apply. If you are interested in being considered for this extra help position, the following materials must be electronically submitted in a Word or PDF format.

• Cover letter with responses to following:
• Describe your experience providing customer service to families. Include in your response, an experience that best demonstrates your ability to successfully assist a customer who was emotional, agitated, and/or irate. Include the situation, the steps you took to address the situation and the outcome.
• Describe a situation in which multiple requests were made of you at the same time. How did you prioritize these requests?
• Describe your experience working in a team. What was your role and what contributions did you make to further the team's goal?
• Resumé

Please include the words "Medical Office Specialist - Home Visiting Program - Limited Term" in the subject line of email submission. Please submit the required materials electronically via email to:

Leticia Moreno - Medical Office Services Supervisor

lmoreno@smcgov.org

Application materials will be reviewed as they are received, and well-qualified candidates will be contacted for an interview.

Apply immediately. This recruitment is open on a continuous basis, and selections may be made at any time within the process. Resumés will be accepted until the closing date of the job announcement.

About the County

San Mateo County is centrally located between San Francisco, San Jose, and the East Bay. With over 750,000 residents, San Mateo is one of the largest and most diverse counties in California and serves a multitude of culturally, ethnically, and linguistically diverse communities.

The County of San Mateo, as an employer, is committed to advancing equity to ensure that all employees are welcomed in a safe and inclusive environment. The County seeks to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply. Eighty percent of employees surveyed stated that they would recommend the County as a great place to work.

The County of San Mateo is an equal opportunity employer. We seek to hire, support, and retain employees who reflect our diverse community.

We encourage applicants with diverse backgrounds and lived experiences to apply.

San Mateo County is centrally located between San Francisco, San Jose, and the East Bay. With over 750,000 residents, San Mateo is one of the largest and most diverse counties in California and serves a multitude of culturally, ethnically and linguistically diverse communities.

HR Analyst: Debbie Kong (07012026) (Medical Office Specialist - E420)