Job Description

Posting number: 26-00093

Department: Department of Health and Human Services

Division: 424 - Mental Health

Job classification: Office Services Supervisor

Posting type: Open

Categories: Clerical & Data Entry, Mental Health

Summary

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Office Services Supervisor - Behavioral Health

Department of Health and Human Services

The Medical Records department for Behavioral Health covers a wide range of front and back-office tasks related to the management of client records and support of all DHHS Behavioral Health Programs. These duties include scheduling clients, answering phones, chart auditing for completeness and accuracy, processing mail and faxes, data entry and scanning records into our electronic health record. All candidates must be prepared for cross-training and equipped to fill in any role and tasks within the Medical Records department.

Job Highlights:

• Supervising Medical Office Assistants staffed at Central Medical Records and Children’s Behavioral Health reception desk
• Completing annual employee evaluations, attend Behavioral Health program staff meetings, and contribute to various DHHS department sub-committees
• Fulfill Medical Office Assistant duties as needed including answer phones, provide program information to the public, scheduling clients, scanning records, chart auditing, insurance eligibility checks.

Work Location:

2426 W 6th Street

Eureka, CA 95501

Work Hours:

Monday - Friday, 8am - 5pm

DEFINITION

Under direction, supervises office support staff and activities in either a single specified or multiple related office support areas; provides difficult, technical or specialized office support to various County offices; performs related work as assigned.

DISTINGUISHING CHARACTERISTICS

This is the first full supervisory level in the office support series, responsible for planning, organizing, supervising, reviewing and evaluating the work of a group of office support employees. The work also includes performance of difficult, technical, complex or specialized office support work.

Examples of duties

• Supervises and directs office support staff and activities, either directly or through subordinate lead staff.
• Plans, schedules and assigns office support work such as drafting correspondence, typing, word processing, reception, filing, recordkeeping, report preparation, fiscal recordkeeping and similar clerical processing activities.
• Participates in the hiring of assigned staff, recommending selection for management approval.
• Trains assigned staff in general office and County procedures and specific departmental and unit policies and procedures.
• Evaluates employee performance, counsels employees, and effectively recommends initial disciplinary action and other personnel decisions.
• Determines work schedules and authorizes leaves, ensuring the effective, efficient and timely completion of all work.
• Provides input into the budget and goal setting processes for the unit.
• Performs complex, technical, difficult and/or specialized office support work related to the department to which assigned.
• Ensures that office administrative details, such as supply inventory, equipment purchase and maintenance, board, commission and committee support and relief coverage are attended to; operates standard office equipment.
• Answers inquiries, provides information and resolves complaints from the public or County employees regarding the function and activities of the work unit that requires the use of judgment and the interpretation and application of policies, rules and procedures.
• Develops, recommends and implements improved operating procedures, forms and work processes.
• Researches and compiles operational and statistical data and information from varied sources; maintains records and prepares special and periodic reports.

Qualifications

Knowledge of:

• Supervisory principles and practices, including work planning, scheduling, review, evaluation and employee training and discipline.
• Policies, procedures and terminology related to the department or function to which assigned.
• Applicable laws, ordinances, rules and regulations.
• Office administrative practices and procedures, including records management and the operation of standard office equipment.
• Business arithmetic, including percentages and decimals.
• Business letter writing and the proper form for typed materials.
• Correct English usage, including spelling, grammar and punctuation.
• Business data processing principles and the use of word processing or personal computing equipment.

Skill in:

• Planning, assigning, supervising, reviewing and evaluating the work of others.
• Training others in work procedures.
• Reading, interpreting and applying rules, policies and procedures.
• Organizing, researching and maintaining office files.
• Composing correspondence independently or from brief instructions.
• Using initiative and sound independent judgment within established guidelines.
• Organizing and prioritizing work, meeting critical deadlines and following up on assignments with a minimum of supervision.
• Analyzing and resolving varied office administrative problems.
• Operating standard office equipment, including a word processor or computer terminal and centralized telephone equipment.
• Establishing and maintaining effective working.
• Relationships with those contacted in the course of the work.

Other Requirements:

Specified positions may require possession of a valid California driver's license.

Desirable Education and Experience:

A typical way to obtain the knowledge and skills outlined above is:

Four years of office support or secretarial experience

Supplemental information

ADDITIONAL INFORMATION

HOW TO APPLY

A complete, original application must be filed for each position you are interested in applying for. Applicants must apply online through the County’s automated application system at https://www.governmentjobs.com/careers/humboldtcountyca.

Applications must be submitted no later than the final filing date and time listed on the job flyer.

It is important that your application shows all the relevant education and experience you possess. Human Resources staff does not consider or review resumes or attachments. Incomplete applications will be rejected.

Please read the job requirements section of the announcement. Be sure you meet these requirements since they will be carefully evaluated during the selection process.

Your performance in any employment examinations will be compared with the performance of others who take the tests. The examination results will be emailed to you as quickly as possible.

SELECTION PROCEDURE

The County utilizes a set of rules to ensure that our hiring processes are fair and equitable. Applications will be screened and those considered qualified will be invited to appear for an oral and/or written examination. Meeting the requirements does not guarantee inclusion into the selection process. Depending upon the number of applications received, the selection process may consist of additional application screening, written and/or practical exam(s), oral interview, or any combination thereof.

FREQUENTLY ASKED QUESTIONS

How long does it take to fill out the application?

• You should allow 30 – 45 minutes to fill out your application.

Can I change my application after submitting it?

• No. Once an application has been submitted, it is final. Applicants may submit a new application with updated information during the filing period if they wish. Only the most recent application submitted will be considered. All other applications will not be considered.

How long until I hear back from you and how can I check for updates on my application?

• You may receive communications regarding your application at different stages of the selection process. Important updates will be sent to the email address listed in your governmentjobs.com account at the time of notification. To ensure you don't miss any critical information, we recommend keeping your email address current and regularly checking both your inbox and junk mail folders throughout the process. You can also log into your governmentjobs.com account at any time to check your application status. If you have any questions about your application's progress, please contact the County of Humboldt Human Resources Personnel Division at 707-476-2349 or personnel@co.humboldt.ca.us.

Will I be informed if I am not selected for an interview / Oral Exam?

• Yes, you will be informed via email if you are not selected for an interview / Oral Exam.

OUR COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

Research indicates that individuals in protected classes can be less likely to submit a job application. The County of Humboldt is dedicated to building a diverse, inclusive, and authentic workplace where our employees are free to bring their full selves to work each day in an environment that allows them to reach their full potential. The County Board of Supervisors has made organizational commitments to Diversity, Equity, and Inclusion (DEI) and the County is working to ensure that these commitments are reflected in all we do. The County recognizes that certain populations (BIPOC, Disabled Persons, Veterans, LGBTQIA+ community members, etc.) face systemic and structural challenges which may inhibit their ability to satisfy every requirement of the position. In recognition of these structural and systemic factors, the Human Resources Department understands that experience can be gained in many ways – oftentimes, outside of formal institutions – and strives to take a holistic approach in assessing an applicant’s qualifications for a position.

REASONABLE ACCOMMODATIONS

The County of Humboldt is committed to providing equal access and opportunities in its programs, activities, and employment, and does not discriminate on the basis of mental or physical disabilities. The Human Resources Department is located in the Humboldt County Courthouse, which has an accessible entrance on 4th Street. Accessible parking is available adjacent to the 4th Street entrance and on the 4th Street side of the K Street lot. Special testing arrangements may be made to accommodate disabilities or religious convictions. If invited to an examination and you are in need of a reasonable accommodation, please contact Human Resources immediately at (707) 476-2349 so arrangements can be made.

EQUAL OPPORTUNITY EMPLOYER

The county is an equal opportunity employer. We enthusiastically accept our responsibility to make employment decisions without regard to race, religion or religious creed, color, age, sex, sexual orientation, national origin, ancestry, marital status, medical condition, mental or physical disability, military service, or any other classification protected by federal, state, or local laws or ordinances.

MEDICAL EXAMINATION

A pre-employment medical examination provided by the County may be required upon offer of employment.

OTHER EXAMINATIONS

Some positions also require psychological evaluation and/or extensive background investigation.

LICENSES

Some classifications require possession of valid professional and/or technical licenses. Some classifications may require the possession of a valid California driver’s license.

PROBATIONARY PERIOD

Persons appointed to regular County positions serve a probationary period. This is normally six (6) months but could be up to one (1) year. All designated safety employees serve a one-year probationary period.

EMPLOYMENT ELIGIBILITY

It is the County’s intention to hire only those workers who are authorized to work in the United States, pursuant to the Immigration Act of 1990. If you are offered employment, you will be required to verify your eligibility to work in the United States. For law enforcement positions you will be required to verify your U.S. citizenship or legalized status.

DISASTER SERVICE WORKERS

All County of Humboldt employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESS OR IMPLIED CONTRACT. THE COUNTY OF HUMBOLDT RESERVES THE RIGHT TO MAKE NECESSARY MODIFICATIONS TO THE EXAMINATION PLAN IN ACCORDANCE WITH THE HUMBOLDT COUNTY MERIT SYSTEM RULES.