Medical Administrative Assistant II

: Salary $70,761.60 - $85,483.84 Annually Location Throughout the County of Santa Clara, CA Job Type Full-Time/Part-Time Job Number 23-D76-C Department Santa Clara Valley Medical Center Opening Date 11/14/2025 Closing Date 12/1/2025 11:59 PM Pacific Bargaining Unit 02 Description Under direction, to perform and coordinate moderate to complex tasks in technical, administrative, office management, and medical secretarial work in a clinical and academic medical setting. COVID -19 Risk Tier - Intermediate Risk Learn more about Santa Clara Health System at: scvmc.org, och.sccgov.org, slrh.sccgov.org. Twitter I @scvmctalent Facebook I facebook.com/scvmc LinkedIn | linkedin.com/scvmc Typical Tasks The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

• Relieves the physicians of routine administrative details, such as preparing expense requests, monitoring expense funds, making travel arrangements, preparing and tracking physician time-off requests/reports, etc.;

• Takes minutes at meetings and prepares draft summaries for distribution;

• Maintains office files and records, including those of a confidential nature;

• Prepares charge documents for physicians according to required guidelines;

• Performs patient relations duties, which may include handling prescription refills, scheduling appointments, preparing insurance/disability forms and Treatment Authorization Requests (TARS) for signature, requesting medical records, and obtaining accurate patient information;

• Prepares a variety of documents, including but not limited to protocols, manuscripts for publication, grant requests, lecture materials, etc.;

• Screens office visitors and telephone callers, meets the public, and directs callers/visitors to other departments or individuals as appropriate;

• Participates in department/division schedule production for physician clinical assignments, conferences, etc.;

• Independently composes routine letters and other documents from notes or oral directions;

• Performs and assists management with payroll activities;

• May participate in office staff training and coordination of assignments or projects;

• Maintains the calendar(s) of the physician(s);

• Maintains record-retention plan according to specific hospital/departmental policies;

• Orders office and/or medical supplies within established guidelines;

• May be assigned as a Disaster Service Worker (DSW), as required*;

• Performs other related duties, as required.

Employment Standards Sufficient education, training, and experience to demonstrate the ability to perform the above tasks, plus the possession and direct application of the following knowledge and abilities: Training and Experience Note: The required knowledge and abilities are attained through five (5) years of full-time administrative/secretarial experience, at least three (3) of which must be in a healthcare environment. Such work must have included providing responsible office support to management and/or physician staff and administering or coordinating office activities. Possession of an Associate's degree in Biology, Physiology, Chemistry, or a related field, or possession of a medical certification, may substitute for two (2) years of administrative/secretarial experience or healthcare environment experience. Special Requirements

• Ability to travel to alternate locations in the course of work. If driving, possession of a valid California driver's license prior to appointment and the ability to qualify for and maintain a County driver authorization.

• As a condition of employment, pursuant to California Government Code Sections 3100-3109 and Local Ordinance, all County of Santa Clara employees are designated Disaster Service Workers (DSWs), including extra help. A DSW is required to complete all assigned DSW-related training, and in the event of an emergency, return to work as ordered.

Knowledge of:

• Medical terminology;
• Functions and basic operations of a medical administrative office;
• Modern office methods and practices;
• Formats of medical and business correspondence;
• Medical billing and coding;
• English usage, style, grammar, punctuation, and spelling;
• Common computer systems and applications.

Ability to:

• Provide varied medical secretarial, office, and administrative assistance to clinical management or physician staff;
• Organize work, set priorities, meet critical deadlines, and follow up on assignments;
• Use initiative and independent judgement within established guidelines;
• Establish and maintain effective working relationships with those contacted in the course of work, at all levels, including colleagues, the public, and representatives of other agencies;
• Compose correspondence independently or from brief instructions;
• Organize and maintain accurate records and files;
• Operate standard office equipment, including computer;
• Type with speed, accuracy, and efficiency;

• Communicate effectively, both orally and in writing, with people of diverse backgrounds and cultures.