Medical Office Assistant I/II, Regular and Per Diem Pool

Under direct supervision, performs a variety of clerical duties in support of a health or medical care delivery office or program. Support activities may include public service, records maintenance, document production and/or case management/processing.

About the Role

The Medical Office Assistant plays a vital role in supporting high-quality patient care and safety within the Med Surg unit at Ventura County Medical Center. Operating in a fast-paced environment, this position manages essential clerical and operational tasks that keep the unit running efficiently. Key responsibilities include triaging incoming telephone calls, processing and breaking down patient medical charts, responding promptly to patient call lights, and supporting unit staff to maintain a safe, patient-centered care environment.

Distinguishing Characteristics

• Medical Office Assistant I: This is the entry level classification in this job series. Incumbents perform routine clerical and/or manual tasks with simple, clear-cut instructions involving no more than a few steps per task and possess some program knowledge (i.e., medical terminology and medical office operations).
• Medical Office Assistant II: 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.

Pay

• Medical Office Assistant I: $23.00 – $30.50 per hour
• Medical Office Assistant II: $24.03 – $33.60 per hour
• Medical Office Asst I-PDP: $23.00 per hour
• Medical Office Asst II-PDP: $24.64 per hour

Medical Office Assistant I and II are trainee/entry level classifications, and Veteran's Points may apply to eligible applicants. Documentation of military service must be submitted prior to closing of recruitment in order to receive points.

Incumbents may be eligible for an educational incentive of 2.5%, 3.5%, or 5% based on completion of an Associate's, Bachelor's, or Master's degree that is not required for the classification. Incumbents may also be eligible for a bilingual incentive depending upon operational need and certification of skill.

Medical Office Assistants (all levels) are represented by the Services Employees International Union (SEIU) and are eligible for overtime compensation.

Schedule

There is currently one (1) Regular Full-Time vacancy. 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 these positions only.

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.

Opening Date: 9/14/2026
Closing Date: 9/18/2026

Examples of Duties

Duties may include but are not limited to the following:

• Receives clients and 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; schedules appointments; obtains factual information to create or update files and charts; provides assistance in the completion of forms; 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.
• Reviews and manages patient schedules to anticipate for missed opportunities, scheduling errors, registration form updates, insurance eligibility, and co-payments.
• Handles high volume of patients, internal/external customers, and frequent changes, delay or unexpected events.
• Checks patients in-and-out through the practice management system and verifies information.
• Performs cashiering duties and collects co-payments, payments, 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.
• Assists with pre-visit planning and confirms appointments.
• Accurately enters and updates demographic and payer data in practice management system (i.e. Cerner).
• 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.
• May assist patients in coordinating appointments with diagnostic or specialty services.
• Demonstrates cultural 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.
• Sorts and/or files materials 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.
• 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.
• Performs other related duties as required.

Qualifications

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

Education, Training, and Experience

Medical Office Assistant I/PDP I

Some 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: six (6) months of paid and/or volunteer clerical experience in a medical or mental health service delivery office environment in a job that required knowledge and use of medical terminology and procedures; OR a certificate from an approved medical assistant training program, such as Watterson, Bryman, Adult Education, Center for Employment Training, Ventura College, Oxnard College, etc. The certificate must be provided to the appointing authority at the time of appointment.

Medical Office Assistant II/PDP 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.

Knowledge, Skills, and Abilities

Knowledge of: medical office operations, methods, and practices; medical terminology and procedures; filing systems and procedures; record maintenance systems; report compilation; public contact techniques; operations, procedures, and practices used in support of the function to which assigned; techniques to expedite or improve clerical tasks and record processing; and correct English usage, spelling, grammar, and punctuation.

Skill (depending on assignment) in: demonstrating a certain prescribed proficiency in typing, equivalent word processing, data entry, and/or taking and transcribing dictation.

Ability (depending on assignment) to: perform and coordinate routine clerical and/or manual tasks; perform and coordinate moderately difficult and responsible clerical work with little or no direct supervision; 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; and 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: Your application must be received by County of Ventura Human Resources no later than 5:00 p.m. on Friday, September 18, 2026.

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.

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 and/or other related documents may be attached to supplement the information in your application and supplemental questionnaire; however, it/they may not be submitted in lieu of the application.

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 will 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 Exam – 100%: A job-related written exam will be administered to test applicants' knowledge of Office, Reading Comprehension, Comparison, Vocabulary, Spelling, Math, Filing, and Medical Terminology. Applicants must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list. Applicants successfully completing the exam 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.

This response is AI-generated, for reference only.