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Opportunity is knocking! Apply today! Investigative Assistant (AS 1)

Job Description:

The Oregon Medical Board (OMB) is looking for team player to join our fast-paced agency as the new Investigative Assistant (Administrative Specialist 1) and serve as a member of our Investigations team. This announcement is for a permanent, full-time position, represented by SEIU. This position will have some flexibility in work schedule and remote working after an initial training period where the work will be performed on-site at our office in Portland. 

The OMB understands the necessity of work-life balance and fosters a culture that supports it. Our office is on the waterfront in beautiful downtown Portland, overlooking the Willamette River, and great view of Mt. Hood. Numerous public transit options are within quick and easy access.  Community is a strong focus within the agency and ensures our staff feel included and supported in all aspects of their work.

The mission of the Oregon Medical Board (OMB) is to protect the health, safety, and wellbeing of Oregon citizens by regulating the practice of medicine in a manner that promotes access to quality care. The OMB licenses, regulates and investigates Oregon medical doctors, doctors of osteopathic medicine, podiatrists, physician associates and acupuncturists. Collectively, they are referred to as “licensees.” The Board licenses, monitors, disciplines and educates its licensees to assure their fitness and competence to serve the people of Oregon. For more information about the OMB, visit our website.

This recruitment will be used to establish a list of qualified candidates to fill the current vacancy, and may be used to fill future vacancies as they occur.

Benefits of working for the State of Oregon and the OMB team (What’s in it for you):

• Rewarding work in a productive and collaborative environment, where your work makes a difference.
• Colleagues who are passionate about public service.
• Work/life balance, 11 paid holidays a year, and generous leave including paid sick leave, vacation, and personal leave.
• A competitive benefits package that offers comprehensive medical, dental, and vision plans for the employee and their qualified family members.
• Membership in our pension and retirement plans.
• Get There – Oregon’s easy-to use carpool matching tool and trip planner.
• Live, work and play in Portland, Oregon.

Here’s what you will do:

As the Investigative Assistant, you will use judgement to provide administrative support to the Investigations department. Duties will include, but are not limited to the following:

·         Assess incoming complaints for information to determine if immediate Board action is necessary.

·         Report information to management for cases determined to pose a risk to public safety.

·         Enter information into Board database in accordance with the established procedures.

·         Coordinate investigative tasks with the assigned investigators. Review for accuracy and revise documents as needed. Mail information, research databank entries, and perform other tasks to ensure services are provided.

·         When medical records are received, review the investigative case file and determine the relevant investigative information, and bookmark records accordingly before handing materials over to the investigator.

·         Assess Board decisions and update electronic and paper records in a timely manner as cases progress, enter data and documents and ensure that all investigative case materials are formatted appropriately. 

·         Aid and instruct Board consultants in the guidelines for receiving and accessing confidential Board materials.

·         Track documents through the investigative process and identify delays and discuss with investigator, department head, lead-worker, as appropriate to analyze and resolve the issue.

·         Draft documents based on investigative procedures and determine what information should be entered into the database.

·         Draft case closure letters for review and mailing.

·         Transfer closed cases to storage. Assist with archiving.

·         Create and maintain inventory of case medical records.

·         Proofread Medical Director reports, suggest edits, and return to Medical Director.

·         Copy approved reports into the database under the appropriate complaint. Prepare investigative reports for monthly Investigative Committee meetings.

·         Review case investigator summaries and suggest edits to investigators if necessary.

·         Generate memos, reports and other documents as needed.

·         Sort, scan, optimize and distribute daily department mail.

·         Maintain electronic and paper files and records.

·         Process malpractice claim information per procedures.

What we’re looking for:

MINIMUM QUALIFICATIONS

·         Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR

·         An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data; OR

·         An equivalent combination of education and experience.

Candidates who are the most competitive will possess the following skills, background, and areas of expertise: (Desired Attributes)

·         Excellent spelling and grammar skills.

·         Should have medical knowledge or experience with medical and legal terminology or must be able to learn medical and legal terminology within a reasonable time frame.

·         Must have experience dealing with confidential information and documents.

Please ensure that you clearly demonstrate in your application materials that you meet the qualifications listed and that you follow all instructions carefully. Errors or omissions may impact your rating or result in you not being considered for the job.

ADDITIONAL REQUIRED MATERIALS:

You must attach to your online application the following:

1) Current resume

2) Cover letter (2-page limit)

Please attach these documents in the “Resume/CV” section of the application.

HOW TO APPLY:

·         External Applicants Click on the “Apply” button and submit your application. Click this link to see the External Candidate job aid, and view this video for additional information.

• Please visit the State of Oregon job opportunities webpage to submit your application for the position, which includes your current cover letter and resume.

·         Internal Applicants (current State of Oregon employees): Apply through your employee Workday account.  See “What you need to know to get the job” page. At the time of application, please attach your current cover letter and resume.

·         Get Noticed! Help your application rise to the top! Your candidate profile, cover letter and resume are the perfect place to display your interest in the position and highlight the skills and experience you will bring, making you the best candidate for the position. If requested, please be sure to attach your cover letter and resume.

·         Please note: the use of outside resources such as Artificial Intelligence software during application, applicant skill assessments, examinations, and/or interviews is prohibited. Unauthorized use of outside resources during the hiring process will result in disqualification. For applicant help and information, visit www.oregon.gov/jobs.

·         If you need an accommodation in the application or hiring process, please contact Jessica.Bates@omb.oregon.gov or 971-673-2697.

·         Only candidates who meet the qualifications and have work experience most closely meeting what we’re looking for will be moved forward in the selection process.

·         Applicant submissions will be screened for consistency of information and reviewed for communication at a professional level with attention to detail, proper grammar, spelling and punctuation.

·         Transcripts and Certifications must be from an accredited institution and will be required at time of interview.

·         All application materials must be received by the closing date and time posted on this announcement. Click here to find “What you need to know to get the job”.

·         Work experience is based on a 40-hour work week. (Example: 20 hours a week for one year would equal six-months of work experience.)

Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you’re reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your lived experience and passion set you apart.

AFTER YOU APPLY:

·         Log in to your Workday account before the job announcement closes to see if you have any pending tasks or actions, and make sure to complete those tasks or actions before the job announcement closes. These can be found under the “My Applications” section.

·         Be sure to check both your email and Workday account for updates regarding this recruitment.

VETERANS’ PREFERENCE

Oregon state government provides qualifying veterans and disabled veterans with preference in employment in accordance with ORS 408.225, 408.230, and 408.235.  If you are eligible and requesting veterans' preference, you may receive an additional questionnaire in your Workday account after you submit your application. In order to receive Veterans’ Preference, you must complete the questionnaire in your Workday account, preferably before the application deadline but no later than date of interview. In order to ensure your privacy, we are asking that you complete the Veterans’ Questionnaire and attach your qualifying military documents at that time. This questionnaire will be sent to your Workday account after you submit your application.

·         Please be sure to monitor your Workday account frequently, as all communication regarding application status will be sent to your Workday account. You may be asked to submit additional information after the initial application.

·         For questions about documentation, please contact the Oregon Department of Veterans’ Affairs at 1-800-692-9666.

CRIMINAL BACKGROUND CHECK

Employment is contingent upon the outcome of a state and national criminal record check which will include fingerprints. Your fingerprints will be used to check the criminal history records of the FBI. Any history of criminal activity will be reviewed and could result in the withdrawal of the offer or termination of employment. You have the opportunity to complete or challenge the accuracy of the information contained in the FBI identification record. The procedure for obtaining a change, correction, or updating an FBI identification record are set forth in Title 28, CFR, 16.34. You can find additional information on the FBI website at https://www.fbi.gov/about-us/cjis/background-checks.

Additional information:

·         Please save a copy of this job announcement for your reference, as it may not be available for you to view after the job closes. If you have questions about the job announcement, or need an alternate format to apply, please contact Jessica Bates at Jessica.Bates@omb.oregon.gov or 971-673-2697.

·         Please visit the Oregon Job Opportunities Webpage for more helpful information regarding the application process, Workday tips and resources, job opportunities across the State, and more!

·         The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect the additional 6.95%. Please review the Classification and Compensation page for more details, or you may visit our website for information on Pay Equity.

·         Note that hires that are new to Oregon State government will be offered a salary step within the pay range based on the outcome of a pay equity review.

·         NOTE: This position requires that you obtain and maintain CJIS (Criminal Justice Information Services) clearance.

·         The Oregon Medical Board does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States. If your employment authorization and documentation is contingent on sponsorship now or in the future, you will not meet Agency employment eligibility standards.

·         The use of outside resources such as Artificial Intelligence software during application, applicant skill assessments, examinations, and/or interviews is prohibited. Unauthorized use of outside resources during the hiring process will result in disqualification. For applicant help and information, visit www.oregon.gov/jobs.

Helpful Links & Resources

How to Set Job Alerts | Workday Applicant FAQ | What You Need to Know to Get the Job

Candidates from diverse backgrounds are encouraged to apply.  The Oregon Medical Board is an equal opportunity, affirmative action employer, committed to equity and workplace diversity. The OMB values hiring a workforce representative of the communities we serve, understanding that a diverse workforce revitalizes our state. We value diversity and foster a positive and welcoming environment where all employees can thrive.