Clerical Supervisor III - Surgical Subspecialty Clinic

Full Job Description

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

THE POSITION

Under direction, the Clerical Supervisor III for Ambulatory Care, plans, organizes and supervises assigned clerical operations or support unit(s) which may involve highly technical and specialized health care journey or advanced journey level clerical work.

The incumbent will lead their department and support administrative areas by planning and reviewing the work of staff, developing initiatives to support department productivity goals, and managing procedural operations of the department.

The incumbent will be responsible for supervising front office staff, conducting trainings, disseminating information to their team, and supporting with administrative tasks.

THE IDEAL CANDIDATE

The ideal candidate will have experience in a high-volume outpatient clinic supporting surgical specialties, including Otolaryngology (ENT), Urology, Neurosurgery, and Plastic surgery.

Strong leadership abilities, complemented by knowledge and experience with 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 the ability to manage multiple priorities effectively 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 within this position may 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 are eligible for an initial 5% merit increase upon completion of at least 1,040 hours (approximately 6 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, dental, and/or vision insurance.

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.

AGENCY/DEPARTMENT: Health Care Agency - Ambulatory Care

Clerical Supervisor III is 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 for this position only.

TENTATIVE SCHEDULE

OPENING DATE: 3/23/2026

CLOSING DATE: 4/2/2026

Requirements

Depth and breadth of assignments increase at each level and may include, but are not limited to the following:

• Plans, organizes and supervises the work of a clerical staff and other subordinate secretarial personnel; reviews work of staff to ensure adequacy and accuracy of documents and files processed through the department.
• 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.
• Handles the more difficult and complex procedural problems; research 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.
• 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 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.
• Performs other related duties.

Qualifications

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

The required knowledge and abilities also can be obtained by:
Any combination of education, training or experience which is equivalent to

• Six (6) years of clerical/secretarial experience.
• Two (2) of the six years must have included direct supervisory experience in a surgical facility.

DESIRED

• Experience using electronic medical record (EHR) software (ie. Cerner)
• Bilingual (English/Spanish)

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.

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.

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.

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.

Knowledge, Skills, and Abilities
Thorough to comprehensive knowledge of:

• clerical/ secretarial practices and procedures related to an outpatient clinic with surgical specialties, including standard abbreviations and terminology;
• intake and insurance authorization processes;
• general surgical office practices and procedures;
• medical regulatory compliance processes and procedures (i.e. HIPAA)
• record retention practices; and
• clerical work methods and techniques.

Working to considerable knowledge of:

• 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);
• plan, organize and direct the work of staff to meet varying workload demands and specific time requirements.

Thorough to comprehensive ability to:

• perform and supervise others involved in clerical/secretarial file processing, records maintenance and other specialized clerical work;
• 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;
• communicate effectively both verbally and in writing; and
• understand and follow written and verbal directions.

Additional Information

FINAL FILING DATE: Your application must be received by County of Ventura Human Resources, Health Care Agency, no later than April 2. 2026 at 5:00 p.m.

To apply online refer to our web site: www.venturacounty.gov/jobs. 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 Dr., Ventura, CA 93009.

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.

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.

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 selection process.

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.

WRITTEN EXAMINATION - 100%: A non-proctored, online, internet-based job-related written examination will be conducted to test applicants' knowledge, skills and abilities in relation to general office practices, supervision, language skills, reading comprehension, and grammar.

Applicants 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.

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.

For more information about this recruitment, please contact Rhiannon Flores by e-mail at Rhiannon.Flores@venturacounty.gov or by telephone at (805) 677-5183.