Supervising Office Assistant II - Substance Abuse Prevention and Treatment Administration Office

County of Riverside; Riverside (CA); On-site; USD 52,000 - 70,000; Full time

Job summary

Riverside County’s Behavioral Health SAPT Administration Office in Riverside seeks a Supervising Office Assistant II to support clerical operations, billing processes, and invoicing coordination. The role includes supervising office staff, maintaining accurate logs, and training contractor providers and clinic staff on office procedures.

Ideal candidates will have accounts payable/receivable experience and strong Microsoft Excel skills.

Qualifications

• Four years of clerical experience with one year in a lead or supervisory role.
• Experience in accounts payable/receivable and billing processes.
• Familiarity with billing codes in a medical system preferred.
• Strong Microsoft Excel skills and ability to track invoices and discrepancies.
• Effective communication and customer service skills; supervision of staff.

Responsibilities

• Serve as liaison between Behavioral Health departments to support administration.
• Monitor fiscal year authorizations and maintain tracking sheets in Excel.
• Assist with invoice processing and coordinate invoicing with fiscal units.
• Follow up on discrepancy reports and denials with providers.
• Provide training to contractor providers and clinic staff on procedures.
• Oversee clerical staff and conduct annual reviews.

Skills

Accounts payable

Accounts receivable

Billing

Microsoft Excel

Invoicing

Training contractors

Discrepancy reports

Customer service

Supervisory experience

Tools

Microsoft Office Suite

General office software

Job description

The Riverside County Department of Behavioral Health is seeking to fill a Supervising Office Assistant II vacancy to support their Substance Abuse Prevention and Treatment (SAPT) Administration Office located in Riverside. The Supervising Office Assistant II acts as a liaison between Behavioral Health departments to support administrative functions, monitors fiscal year authorizations, utilizes Microsoft Excel to create tracking sheets and ensure error-tracking logs remain accurate and updated, collaborates with contractor providers, assists with invoice processing, coordinates invoicing with Behavioral Health fiscal units, follows up with providers regarding discrepancy reports and denials, provides training to contractor providers and Riverside County SAPT clinic staff on office procedures, oversees office staff and processes annual reviews, and to do other work as required.

The department is seeking candidates with experience in accounts payable, accounts receivable, and billing, including identifying discrepancies, problem-solving, and tracking invoices through payment. The ideal candidate will also have knowledge of billing codes within a medical system and strong proficiency in the Microsoft Office Suite (Outlook, Teams, Word, Excel). Candidates with excellent communication and customer service skills, supervisory or lead experience within an office setting, and experience and familiarity with SAPT or a similar behavioral health treatment environment are highly desired.

The Office Assistant series is used in County departments to provide clerical services. Incumbents typically type, file, sort and process materials; maintain records; process records; compose and edit reports and correspondence; gather information; provide information to the public and contractor providers concerning departmental or County operations; receive and record payments; operate a variety or equipment including but not limited to word processors, micro-computers, mini-computers, computer terminals, duplicating machines, calculators, and prepare and complete a variety of forms and documents.

Positions in this class plan, organize, and direct a clerical staff engaged in highly complex clerical duties or through subordinates supervise a large staff engaged in varied and complex clerical work.

9/80 Schedule:

Monday - Thursday, 7:30 am – 5:00 pm
Non-pay week Friday, 7:30 am – 4:00 pm

Meet the Team!

Riverside University Health System – Behavioral Health is a leading provider of mental health and substance use services in Riverside County. With a dedicated team of professionals, including psychiatrists, clinicians, peer specialists, and paraprofessionals, RUHS-BH serves over 45,000 individuals annually.

We are committed to delivering culturally competent, evidence-based care across all ages. Our programs, including Mental Health Services, Substance Use Services, and the Public Guardian’s Office, address the diverse needs of our community.

At RUHS Behavioral Health, you’ll join a compassionate, innovative team where your skills make a real difference. We offer opportunities for growth, collaboration, and meaningful impact.

If you’re passionate about advancing your career while improving mental health in Riverside County, RUHS Behavioral Health is the place for you!

For more information, please visit www.ruhealth.org/behavioral-health

• Plans and directs through subordinate supervisors the operations of a clerical staff.
• Studies existing clerical policies and procedures and makes recommendations for organization or procedural changes to develop a more efficient organization, directs and coordinates through subordinate supervisors, procedural modifications resulting from policy changes or changes in state, county or federal laws relating to the work.
• Prepares manual of office procedures; hires, trains, assigns, reviews and evaluates work of subordinates.
• Answers questions that involves searching for and abstracting technical data and detailed explanation of laws, policies or procedures and refers on matters requiring policy decisions to supervisor.
• Allocates resources to meet staffing, office space and equipment needs; estimates supply and equipment requirements for budgetary purposes.
• Acts as technical resource person for staff development in clerical procedures.

Experience:

Four years of clerical experience including one year in a lead or supervisory position which involved one or more of the following primary responsibilities: assigning and reviewing the work of clerical staff; training clerical staff; devising or modifying record-keeping procedures and forms; evaluating office practices and developing improvements in clerical procedures.

Either of the following may be substituted for one year of the non-specialized clerical experience:

OR

Completion of 18 semester or 27 quarter units from a recognized college in secretarial sciences, office practices, business education, or a closely related field.

Completion of 360 hours of training from a recognized occupational training program in secretarial sciences, business education, or a closely related field.

Other Requirements

License: Possession of a valid California Driver’s License is required.

Typing: Skill to type 40 words per minute may be required.

Knowledge of: Office management, organization, practices, and equipment; the principles of supervision, including training methods and techniques; business correspondence and record-keeping systems.

Ability to: Supervise subordinates, devise and adapt work procedures and record-keeping systems to meet changing organizational or specialized clerical needs; understand, interpret, and supervise the application of laws, rules, and written directions to specific situations; work efficiently under the stress of continual interruptions, changing priorities, and tight time schedules; establish and maintain cooperative relations with subordinates, superiors, and others contacted in the work; analyze situations and adopt effective courses of action; prepare reports.

For questions regarding this recruitment

Contact Letisia Jimenez at [phone] or [e-mail]. Please allow 1-2 business days for a response to general inquiries.