Office Assistant II, Bilingual (HHS, Contingent)

County of Marin; San Rafael (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

The County of Marin's Department of Health & Human Services is seeking an Office Assistant II, Bilingual (Spanish & English) to join the Front Desk Administration Team. This on-site role supports front desk and medical records operations at clinics in San Rafael, Novato and Greenbrae, ensuring clients receive excellent customer service.

The ideal candidate will have at least one year of clerical experience, proficiency with MS Word, Outlook and Excel, and the ability to work independently or in

Qualifications

• One year of experience performing clerical/office support duties.
• Experience with standard office applications and practices.
• Completion of a clerical training program or office administration coursework may substitute for up to six months of the required experience.
• Experience greeting and assisting members of the public.

Responsibilities

• Greet and check in clients for appointments.
• Answer phones and respond to basic inquiries.
• Schedule and reschedule client appointments.
• Data entry into spreadsheets and electronic health records.
• Provide backup to Office Assist II staff and support the medical records team.
• Coordinate room reservations and assist with front desk operations.

Skills

Bilingual (Spanish & English)

Customer service

MS Word

Outlook

Excel

Data entry

Communication skills

Education

Clerical training program or office administration coursework

Tools

MS Suite

Job description

At the County of Marin, our employees overwhelmingly report feeling their work is meaningful, they like the work they do, and they are proud to tell people “I work for the County of Marin.” Discover more about us, our values and our organizational culture on the Department of Human Resources website. Read on to find out more about this opportunity.

DEPARTMENT OF HEALTH & HUMAN SERVICES

At Health & Human Services, we serve our community through the values of support, unity, trust and excellence with one common goal: to promote and protect the health, well‑being, safety and self‑sufficiency of all in Marin. Join our team of bright, committed, and energetic people who also want to make an impact through public service. This Office Assistant II, Bilingual recruitment is to establish an eligible list for Health and Human Services (HHS). This list may be used to fill future vacancies as long as the list is active.

As such, you are encouraged to apply even if a vacancy doesn’t exist in the program for which you are interested.

The eligible list established from this recruitment may be used to fill future vacancies for open, fixed‑term, full‑time or part‑time positions which may occur while the list remains active.

The Behavioral Health and Recovery Services Office Assistant II, Bilingual (Spanish & English) works within the Front Desk Administration Team who supports front desk and medical records operations at clinics in San Rafael, Novato and Greenbrae in a team environment. The role will provide front desk stability to ensure clients entering our facilities receive excellent customer services when in our programs. The duties will vary depending on business needs and the work will require being at one of the HHS/BHRS County onsite facilities.

As a member of the HHS/BHRS Admin Team, the position provides phone and in person customer service support to clients and programs in the facility. Duties include greeting and checking in clients for their appointments, re‑scheduling and changes of appointments as needed, as well as answering basic questions related to HHS/BHRS services and support, ordering office supplies, contacting maintenance staff and vendors as needed, supporting medical records team, scheduling conference rooms and ensuring the overall smooth operation of programs in the facility; providing backup to Office Assist III (OA III) staff when needed. These positions are on‑site and may travel throughout Marin County various BHRS clinic locations.

Potential duties may include but are not limited to:

• Checking appropriate information portals to confirm client Medi‑cal eligibility
• Answering phones
• Scheduling and re‑scheduling of client appointments as requested by client or provider
• Data Entry into spreadsheets and/or electronic health record as directed
• Client Appointment Reminders by email or phone
• Updating spreadsheets as directedUsing MS Suite, reserve conference and meeting rooms as directed

Bilingual Testing

The successful candidate must possess bilingual skills and must demonstrate proficiency in both Spanish and English prior to appointment. A bilingual proficiency exam will be administered to ensure the candidates possess the appropriate skill level to meet the requirements.

Our Highly Qualified Candidate

The ideal candidate has strong interpersonal skills and the ability to communicate with a diverse client base in a tactful, patient and courteous manner, while working independently, and as a part of a team. This individual thrives in a fast‑paced client‑facing clinic environment, can adapt quickly to new technologies and systems and is flexible towards changes in processes and instructions. They take initiative and independent judgment to respond to inquiries and establish priorities as appropriate. They possess a strong attention to detail and excellent customer service skills. The candidate is confident in asking questions and taking initiative to solve problems. At least one year of experience performing customer service and administrative support in a related environment, intermediate proficiency with MS Word, Outlook and Excel are preferred. Prior experience working in a medical, dental or other clinic setting is ideal.

Qualifications

Knowledge of:

• Standard office practices and procedures including filing and retrieval systems, correspondence formats and the operation of standard office equipment.
• Standard office applications including word processing, spreadsheet and database systems.
• Correct English usage including grammar, spelling and punctuation.
• Business arithmetic.

Ability to:

• Perform general clerical and technical work quickly and accurately.
• Use database, spreadsheet, word processing, publishing and/or internet applications depending on assignment.
• Read, interpret and apply rules, policies and procedures in specific situations.
• Prepare and maintain accurate and concise records and reports.
• Read and comprehend manuals and instructions related to assignment such as: maps; drawings; policies and procedures; training materials; code books; instructions for equipment; and safety rules and procedures.
• Perform basic mathematic calculations.

MINIMUM QUALIFICATIONS

One year of experience performing clerical/office support duties that demonstrate knowledge of standard office applications and practices. Completion of a clerical training program or office administration coursework may be substituted for up to six months of the required experience.

Clerical/office support experience includes preparing, interpreting and maintaining a variety of records and/or documents; use of standard office applications and equipment; and greeting and assisting members of the public.

All applicants will receive email notifications regarding their status in the recruitment process. Please be sure to check your spam settings to allow our emails to reach you. You may also log into your Governmentjobs.com account to view these emails.

Testing and Eligible List

Depending on the number of qualified applications received, the examination may consist of a highly qualified review, application screening, online assessment, written examination, oral examination, performance examination, or any combination to determine which candidates' names will be placed on the eligible list. The eligible list established from this recruitment may be used to fill the current vacancy, and any future vacancies for open, fixed‑term, full‑time or part‑time positions which may occur while the list remains active.

Open & Continuous Recruitment

Because this recruitment is Open and Continuous, applicants are encouraged to submit completed applications as soon as possible. The filing period for an Open and Continuous recruitment may be closed at any time.

LiveScan

SPECIAL REQUIREMENTS

Candidates selected are subject to fingerprinting by the Sheriff's Department and must pass a Department of Justice LiveScan background check prior to appointment.

Disaster Service Workers

All County of Marin 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.

Equal Employment Opportunity Employer

If you have questions regarding equal employment opportunities, please contact Roger Crawford, Equal Employment Opportunity Director, at 415-473-2095. If you have questions concerning this position announcement, please contact Cassie Folan at [e-mail].