Humboldt County Office of Education: Medical Clerk

Notice: In July 2022 HCOE classified job descriptions were re-classified. We are working to get the classifications changed on individual job descriptions. A PDF mapping these changes can be found here. For questions please contact the HCOE Personnel Office at (707) 445-7039.

HCOE Job Description

Medical Clerk

Position Summary

The Humboldt County Office of Education (HCOE) Medical Clerk position supports school districts, charter schools, and HCOE programs to meet state-mandated school health services. The Medical Clerk is responsible for in-office complex clerical duties and works at multiple school sites throughout Humboldt County to assist school nurses with record keeping and managing small groups of students for vision and hearing screening and special education assessments.

Distinguishing Characteristics

The Medical Clerk has an important role in a team approach to countywide school health services. The position is characterized by a combination of office clerical work managing confidential health documents, referrals, LEA Medi-Cal billing, and scheduling, as well as working with students who range in age from preschool to young adult at schools and on home-visits.

Supervision Received and Exercised

This position is under the supervision of Credentialed School Nurses and the Supervisor of Health.

Examples of Duties and Responsibilities

  • Process special education assessment reports;
  • Gather and prepare health data for local and state reports;
  • Maintain inventory of Health Team supplies;
  • Schedule and participate in student vision and hearing screenings and record results
  • Drive to countywide school sites to transport supplies or perform health-related services;
  • Maintain strict confidentiality on all job-related matters;
  • Communicate with parents/guardians regarding scheduling appointments and health-related services;
  • Contact teachers, administrators and other school personnel about school health services;
  • Coordinate in-service trainings;
  • Accompany school nurses on home visits to assess students;
  • Assist the school nurse with referrals for student vision, hearing, and dental follow-up;
  • Coordinate Epinephrine Auto-Injector program for school sites;
  • Assist with TB risk assessment scheduling and documentation;
  • Coordinate medical waste program for schools;
  • Assist with LEA Medi-Cal billing;
  • Provide resources to school staff about school immunizations or communicable diseases.

Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. 


Education and Experience

Minimum Required:

  • Graduation from high school or equivalent demonstration of basic skills competency;
  • Two years of progressively responsible clerical experience or completion of a medical clerical course and one-year clerical experience.
  • Employees in this position must have a valid California driver’s license and be able to operate a vehicle to drive to the necessary schools throughout the county or be able to otherwise move about to multiple work sites on any given day.
  • First aid/CPR certification or willing to complete within first month of hire.

Preferred Experience:

  • Experience working with children at daycare or education settings;
  • Experience working directly with people from diverse racial, ethnic and socioeconomic backgrounds;
  • Ability to speak a second language highly desirable (Spanish, Sign Language, or Hmong).

Knowledge of:

  • Modern office terminology, procedures and equipment;
  • Department operations;
  • Proper preparation of correspondence;
  • Organization of files and records;
  • Standard First Aid;
  • Child development;
  • General behavioral needs of student with disabilities;

Ability to:

  • Interact with individuals and groups respectfully, patiently, and courteously;
  • Adhere to the expectations of HCOE regarding equity;
  • Respond to routine inquiries;
  • Adapt to changing work demands;
  • Manage task priorities to meet deadlines;
  • Work under varying degrees of stress;
  • Sufficient use of English language for computerized filing and indexing and other identifying tasks;
  • Sufficient use of English language to communicate with correct spelling and punctuation;
  • Follow oral and written directions;
  • Operate modern office equipment, including computers, faxes, tablets and printers;
  • Work with a variety of individuals and groups;
  • Read and comprehend fine print such as contracts, prescriptions, spreadsheets and text;
  • Travel by car up to four hours/day.

Working Conditions

This position will be assigned to an office setting, either in the Humboldt County Office of Education or at district school sites.  The employee will be expected to work closely with other county offices, district personnel, students, families, other professionals, outside agencies and private partners, in person, via email and on the telephone.  The employee will be assigned to occasional school site settings where multiple children, school staff and families are present.  Employees may be required to walk, stand or conduct work in outdoor educational environments where there may be loud students or staff, varied temperatures, public interaction or upset staff or students.

Physical Demands

This position requires the individual to sit and work for various periods of time. It can also require the individual to drive long distances and work in various educational settings.

  • Ambulate effectively within classroom and outside play settings with students and staff;
  • Walk or otherwise be mobile on school grounds;
  • Walk, sometimes up to 4-5 miles per day when shuttling students;
  • Report to multiple worksites in a given day or during the work week;
  • Move to indoor and outdoor work locations and stand/move/sit for extended periods of time;
  • Lift heavy objects (up to 40 lbs.) on an intermittent basis;
  • Frequently bend, kneel and/or sit at children’s level;
  • Sufficient arm, hand, finger dexterity to use a personal computer keyboard, multimedia and other office equipment;
  • Hearing and speaking skills to project voice and communicate with staff and students in classroom settings, in on-on-one conversations and in speaking to groups;
  • Visual acuity to read printed materials, computer screens and to observe students performing assignments, observe moving objects and events.

Other Requirements

  • Must be fingerprinted and a satisfactory Department of Justice records check must be received by HCOE prior to employment.
  • TB testing and/or risk assessment will be required upon employment.
  • Must pass a pre-employment physical (if applicable).
  • Will be required to drive with or without students; requires a California driver’s license, proof of insurance and possible participation in the DMV PULL Notice Program once employed.

Range 1
Updated 11/9/23
Previously Approved: 10/19/93
PC Approved

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Natalie Carrigan
Executive Assistant to the Superintendent

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Natalie Carrigan
Executive Assistant to the Superintendent