Under general direction, provides supervision and/or management
of agency/department operations/services including grants
management and Community Health Center Board administration to the
department or Health Care Agency management.
The Access to Care Manager monitors and trains on schedule
management activities, standardization of scheduling templates,
access reports, and implementation and management of centralized
functions related to access for primary care and specialty
The ideal candidate will have a Bachelor's or Master's degree in
Business or Health Care, have more than four (4) years of
applicable experience in an ambulatory care clinic operations and
is a detail oriented professional with superior organizational,
time management, interpersonal and communication skills (both
written and verbal), computer literate with strong proficiencies in
Word, Excel, PowerPoint, and Adobe Pro.
This classification series differs from the Administrative
Assistant and Administrative Officer series by its focus on staff
or line operations and service delivery, in contrast to the
Administrative series which typically performs budgetary, fiscal,
or personnel matters.
Staff Services Manager II: $3,152.86 - $4,414.44 Biweekly
Staff Services Manager III: $3,382.13 - $4,735.45 Biweekly
EDUCATIONAL/BILINGUAL INCENTIVE: Some positions may be eligible
for educational incentive. This incentive may be 2.5%, 3.5%, or 5%
for incumbents in eligible positions based on completion of an
Associate's, Bachelor's, or Master's degree that is not required
for the classification. Incumbents may be eligible for bilingual
incentive depending on department need and certification of
DEPARTMENT/AGENCY: Health Care Agency - Ambulatory Care
Staff Services Manager II/III are a Management/Confidential
classification and are not eligible for overtime compensation.
Incumbents in this classification are eligible for benefits at the
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 vacanciesfor this
position only. There is currently one (1) Regular vacancy.
NOTE: If appointed at the lower level, incumbent may be promoted
to the higher level without further exam upon meeting the minimum
requirements, demonstrating satisfactory performance, and in
accordance with the business needs of the department. Examples Of
Duties may include but are not limited to the following:
- Oversees all centralized systems related to access for primary
care and specialty services, including the call and referral
- Develops and provides training and on-going oversight of
schedule management activities throughout the ambulatory care
- Manages standardization of scheduling templates and call
workflows throughout the system, including phone trees.
- Leads initiatives to improve access to primary and specialty
- Monitors and supervises the work of subordinates and/or
coordinates the work of others assigned to perform general or
- Manages plans, organizes, and directs activities related to
timely access to patient care services throughout the ambulatory
- Participates in a systemic, interdisciplinary, and ongoing
evaluation of operations, process improvement, desired
client-centered outcomes, and organizational outcomes.
- Designs effective work processes and monitors performance
- Collaborates with ambulatory care leadership team to address
strategic initiatives and organizational goals; collaborates with
other units/divisions within the Health Care Agency and with
outside agencies to address service needs.
- Ensures targeted goals for service level performance, abandoned
rates, call waiting time, call handle time, forecast accuracy, and
workforce productivity for the call center and appointment
schedules within the ambulatory care system.
- Provides input and oversight for design, development and
maintenance of operational and performance reporting to ensure
relevant schedule management, timely access, and specialty referral
data are being reported and shared with clinic management and
ambulatory care leadership.
- Works with call center, ambulatory care administration, and
clinic leaders to establish action plans for remedy to ensure the
patient experience supports goal of easy and seamless
- Ensures the call center and clinic phone systems have a
business continuity/disaster recovery plan and standardized after
hours call flows in place.
- Monitors and addresses barriers to accessing care for special
- Confers with managers on policy matters and work problems;
- Represents the County and the agency/department with other
governmental agencies or departments and the public;
- Performs other related duties as required.
These are entrance requirements to the exam process and assure
neither continuance in the process nor placement on an eligible
EDUCATION, TRAINING, and EXPERIENCE
Considerable administrative support, supervision or management,
or specific operations or technical experience which has led to the
acquisition of the required knowledge, skills and abilities.
The required experience can typically be demonstrated by a
Bachelor's degree and three (3) or more years of experience in
health care administration, supervision or management, or specific
operations or technical experience with practice management
systems, preferably Cerner. Relevant experience may be substituted
for the education requirement on a year-for-year basis.
NECESSARY SPECIAL REQUIREMENTS
- Excellent written communication skills must be demonstrated in
the completion of the employment application and supplemental
- Exercise sound judgment and decision making
- Bachelor's or Master's degree in Business or Health Care
- Bilingual (English/Spanish)
Knowledge, Skills, and Abilities:
Depending on the assignment and level in the series, one or more
of the following:
Considerable to thorough knowledge of: the principles of
supervision and management; the principles and techniques of
budgetary preparation and analysis, fiscal management, organization
and staffing; Medical practice management systems, preferably
Cerner; and Clinic operations,
Working ability to: analyze administrative and organizational
problems; prepare a variety of reports and recommendations;
communicate effectively in an oral and written manner; plan,
organize, and supervise the work of others; develop and present
training programs for agency/department staff and others.
FINAL FILING DATE: This is a continuous recruitment and may
close at any time; therefore, apply as soon as possible if you are
interested in it. Your application must be received by County of
Ventura Human Resources in Ventura, California, no later than 5:00
p.m. on the closing date.
To apply on-line, please refer to our web site at
www.ventura.org/jobs. If you prefer to fill out a paper application
form, please call (805) 654-5129 for application materials and
submit them to County of Ventura Human Resources, 800 South
Victoria Avenue, L-1970, Ventura, CA 93009.
NOTE: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
SUPPLEMENTAL QUESTIONNAIRE - qualifying: All applicants are
required to complete and submit the questionnaire for this exam AT
THE TIME OF FILING. The supplemental questionnaire may be used
throughout the exam 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.
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
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
TRAINING & EXPERIENCE EVALUATION:A Training and Experience
Evaluation (T&E) is a structured evaluation of the job
application materials submitted by a candidate, including the
written responses to the supplemental questionnaire. The T&E is
NOT a determination of whether the candidate meets the stated
requirements; rather, the T&E is one method for determining who
are the better qualified among those who have shown that they meet
the stated requirements. In a T&E, applications are either
scored or rank ordered according to criteria that most closely meet
the business needs of the department. Candidates are typically
scored/ranked in relation to one another; consequently, when the
pool of candidates is exceptionally strong, many qualified
candidates may receive a score or rank which is moderate or even
low resulting in them not being advanced in the process.
NOTE: The selection process will likely consist of an Oral Exam,
which may be preceded or replaced with the score from a Training
and Experience Evaluation (T&E), contingent upon the size and
quality of the candidate pool. In a typical T&E, your training
and experience are evaluated in relation to the background,
experience and factors identified for successful job performance
during a job analysis. For this reason, it is recommended that your
application materials clearly show your relevant background and
specialized knowledge, skills, and abilities. It is also highly
recommended that the supplemental questions within the application
are completed with care and diligence. Responses such as "See
Resume" or "Refer to Resume" are not acceptable and may disqualify
an applicant from further evaluation.
ORAL EXAM - 100%: A job-related oral exam will be conducted to
evaluate and compare participating applicants' knowledge, skills,
and abilities in relation to those factors which job analysis has
determined to be essential for successful performance of the job.
Applicants must earn a score of seventy percent (70%) or higher to
qualify for placement on the eligible list.
NOTE: If there are three (3) or fewer qualified applicants, an
oral exam will not be conducted. Instead, a score of seventy
percent (70%) will be assigned to each application, and each
applicant will be placed 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.
For further information about this recruitment, please contact
Sabrina Anderson via email at Sabrina.Anderson@ventura.orgor via
telephone at (805) 654-2642.