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About the Department

San Mateo County Health is seeking experienced individuals for the position of Medical Office Assistant II-Correctional Health to, under general supervision, provide a variety of routine to difficult medical office support to Correctional Health Services clinics, Medical Records and Administration, which may include direct patient interactions, patient and provider scheduling, filing, scanning, reception, patient record keeping within an Electronic Health Record, data management, and word processing. 
   
There is currently one regular vacancy in the Correctional Health Services Division located in Redwood City, CA. The Position will work at both the Maguire and Maple Street Correctional Facilities with some travel/driving between the two.

Depending upon the assigned position, the schedule will be either 7 a.m. – 3 p.m. or 2 p.m. – 10 p.m. Both facilities are open 7 days per week with rotating schedules including weekend and holiday coverage.

The ideal candidate will possess:   

• Experience working in a correctional facility/environment.
• Experience providing administrative support for Supervisors, Charge Nurses, and various Managers.
• Experience setting up various clinic schedules. 
• Ability to manage patient charts (scan hardcopy documents into Electronic Health Record).
• Experience working with medical records; and HIPAA compliance.
• Experience providing office support: telephones, referrals, computer work, copying, faxing, filing, mail, ordering supplies, maintaining office equipment.
• Ability to establish and maintain effective working relationships with those encountered on the job. 
• Ability to resolve any conflict in a professional manner.
• Proficiency in Excel, Word, PowerPoint, SharePoint, Outlook and Epic.
• Punctual, able to organize work and time management to ensure assignments are completed timely.
• Excellent communication skills, both verbal and written. 

Primary duties of the Medical Office Assistant II (MOAII) may include, but are not limited to, the following:  

Clinic Duties:

• Review report from the previous shift MOA II. 
• Make notes of any unfinished work needed to be completed and complete as time allows according to urgency throughout the day.
• Check with the Charge Nurse for any special assignments.
• Provide office support:
  • Answer telephones promptly and professionally. 
  • Take messages or make appropriate referrals.
  • Order and stock necessary equipment, supplies, and forms as instructed.
  • Maintain office equipment (i.e., change paper in lab printer, fax machine, and change the toner from the printers).
  • Manage patient charts (scan hardcopy documents in Electronic Health Record).
• Set up, cancel, and organize transportation of Off-site patient appointments.
• Transcribe and/print medical chart for Jail/Prison Transfers.
• Fax Machine: 
  • Retrieve fax information received and distribute accordingly.
  • Send fax paperwork as requested (i.e., Pharmacy, release of information, etc.).
• Set up X-Ray Clinic.
• Set up In-House Sick Calls/Clinic Lists.
• Update/Maintain Daily Diet list. Coordinate communication of Diet list with Custody and Food and Nutrition Services.
• Set up TB Test Plants/Reads List.
• Set up Laboratory Blood Draw List.
• Reconcile Medication Delivery with order list.
• Inmate Request Slips/Triage Slips.
• Serve as back up to Administrative, Medical Records, and/or Forensic Mental Health (FMH) MOA.
• Special projects as assigned by Supervisor, Charge Nurse, and Managers.

Administrative Office duties:   

• Provide clerical support to Director, Clinical Services Managers – Medical, Mental Health, Substance Use Disorder, and Administrative Services Manager.
• Act as a receptionist and receive visitors and vendors, and screen phone calls.
• Retrieve sort and distribute mail and faxes received.
• Submit ISD Service Desk tickets upon request.
• Arrange and coordinate office and medical equipment maintenance and service requests.
• Order, receive and re-stock office and medical supplies.
• Reconcile invoices to orders and services rendered, then submit them to accounting for payment.
• Compile and prepare statistical reports such as the Jail Profile Survey.
• Scan and maintain various medical administrative files.
• Serve as back up to Clinical, Medical Records, and/or FMH MOA.
• Special projects as assigned by Supervisors and Managers.

Medical Records Duties:

• Provide direction on internal and external medical record request forms to patients and the public.
• Provide correspondence to patients and the public regarding medical records request process and/or status.
• Receive and document checks and cash medical records fees and provide to Finance.
• Process Release of medical records requests timely.
• Process subpoenas and court orders timely.  
• Create and maintain data management of medical records requests, subpoenas, and court orders.
• Quality Assurance (QA) of Electronic Health Record. 
• Coordinate delivery and return of stored charts from Corovan's needed.
• Monitor and coordinate the record keeping requirements of stored charts at Corovan annually.
• Serve as back up to Clinic, Administrative, and/or FMH MOA.
• Special projects as assigned by Supervisors and Managers.

Forensic Mental Health (FMH) Duties:  

• Draft monthly Psychiatrist schedule.
• Set up Psychiatrist Clinics.
• Run, sort, and compile various data reports.
• Process Patient Grievances.
• Ordering, receiving, and tracking supplies. 
• Assisting FMH, and BHP staff (miscellaneous tasks).
• Special projects as assigned by Supervisor and Managers.
• Scan and maintain various medical administrative files.
• Provide office support:
  • Answer telephones promptly and professionally. 
  • Take messages or make appropriate referrals.
  • Order and stock necessary equipment, supplies, and forms as instructed.
  • Maintain office equipment (i.e., change paper in lab printer, fax machine, and change the toner from the printers).
• Serve as back up to Clinic, Administrative, and/or Medical Records MOA.
• Special Projects as assigned by Supervisors and Managers.
   

NOTE: The eligible list generated from this recruitment may be used to fill future extra-help, term, unclassified, and regular classified vacancies. 

Minimum Qualifications

Security Clearance: Positions in Correctional Health require that the applicant obtain and maintain a security clearance as a condition of employment.
 
Education and Experience:
Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:

• Medical Office Assistant II: One year of journey-level experience which required the use of medical terminology and direct contact with patients in a clinic or similar medical office setting.

• Policies and procedures related to the outpatient, ancillary, medical records or direct patient care area to which assigned.
• Medical terminology as related to office support work.
• Office practices and procedures, including filing and the operation of standard office equipment.
• Business letter writing and the standard format for typed materials.
• Basic business data processing principles and the use of word processing or personal computing equipment.
• Correct English usage, including spelling, grammar and punctuation.
• Business arithmetic.
• Basic record-keeping principles and practices.

• Perform detailed medical office support work accurately.
• Prioritize work and coordinate several activities.
• Compose routine correspondence from brief instructions.
• Use initiative and sound independent judgment within established guidelines.
• Operate standard office equipment, including a word processor and computer terminal.
• Organize and maintain accurate patient and general files and records.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Understand and carry out oral and written directions.

Other Qualifications

Open & Promotional. Anyone may apply. Current County of San Mateo and County of San Mateo Superior Court of California employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, and Confidential and Management extra-help/limited term prior to the final filing date will receive five points added to their final passing score on this examination.  
  
The examination will consist of an application screening (weight: pass/fail) and a panel interview (weight: 100%). Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations or further evaluation of work experience may be conducted to group applicants by level of qualification. All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in the County of San Mateo, California and applicants must participate at their own expense.  
 
IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the "Apply" button.  If you are not on the County's website, please go to https://jobs.smcgov.org/ to apply. A resume will not be accepted as a substitute for the required employment application and supplemental questionnaire. Online applications must be received by the Human Resources Department before midnight on the final filing date.
 

TENTATIVE RECRUITMENT SCHEDULE
Final Filing Date: Tuesday, October 14, 2025, by 11:59PM PST
Application Screening: Week of October 27, 2025
Panel Interview: Week of November 10, 2025
  
About the County 
San Mateo County is centrally located between San Francisco, San Jose, and the East Bay. With over 750,000 residents, San Mateo is one of the largest and most diverse counties in California and serves a multitude of culturally, ethnically and linguistically diverse communities.

The County of San Mateo is committed to advancing equity to ensure that all employees are welcomed in a safe and inclusive environment. The County seeks to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply. The County of San Mateo is an equal opportunity employer. We seek to hire, support, and retain employees who reflect our diverse community.

The County of San Mateo is an equal opportunity employer. 

We seek to hire, support, and retain employees who reflect our diverse community