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Initial Posting Date: 01/08/2025Application Deadline:01/26/2025Agency:Oregon Health AuthoritySalary Range:$4,207 - $5,842Position Type:EmployeePosition Title:Administrative Specialist 2 - ONSITEJob Description:This is a full-time, permanent, classified position which is represented by a union.The Oregon Health Authority (OHA), Public Health Division (PHD), Oregon Health Licensing Office (HLO) in Salem, OR is recruiting for an Administrative Specialist 2 to assist and support the Regulatory Operations Division (ROD) Manager. HLO conducts inspections of licensed facilities, responds to, and investigates consumer complaints, disciplines practitioners found in violation of state law and administrative rule and educates licensees and the public.This is a full-time, permanent, classified position which is represented by a union. This recruitment may be used to establish a list of qualified candidates to fill current or future vacancies.OHA values service excellence, leadership, integrity, health equity and partnership and has a strategic goal to end all health inequities by 2030.The OHA mission is helping people and communities achieve optimum physical, mental, and social well-being through partnership, prevention and access to quality, affordable health care. OHA’s work is organized into three broad goals: Improve the lifelong health of all Oregonians, increase the quality, reliability, and availability of care for all Oregonians and lower or contain the cost of care so it is affordable to everyone.What will you do? As the Administrative Specialist, you will perform the following duties:<ul><li>Provide direct administrative support to the division in support of day-to-day operations of the division.</li><li>Serve as the liaison for the division by communicating with HLO staff, licensees, complainants, the public, and other local, state, and federal government agencies by interpreting and explaining regulatory division statutes, policies, and procedures.</li><li>Receive and research regulatory complaints; review and correct incomplete information for quality assurance; enter details of the complaint into database; and prepare case files for assignment to investigators.</li><li>Coordinate civil penalty activities, payments, and collections.</li><li>Review and edit notices and final orders, investigative reports, and timelines.</li><li>Ensure legally sufficient service, and track and record completed notices, settlement agreements and stipulated orders.</li><li>Meet with licensees to offer and discuss approved settlement options or determine provision of services if a hearing is requested.</li><li>Prepare and enter information relating to sanctions of HLO’s health care related professions into the National Practitioner Data Bank (NPDB).</li><li>Track sanctions for HLO practitioners and revise reports to comply with NPDB requirements.</li><li>Draft department policies and procedures for review and assist other support staff to establish and maintain procedures, forms, and other controls necessary to carry out administrative and regulatory support.</li><li>Receive licensee bankruptcy notices regarding civil penalties; research and compile information; and send files to DOJ for advice and clarification for collection process.</li><li>Communicate with licensees, complainants, the public, and other local, state, and federal government agencies to define public record requests and obtain requested documents in accordance with the state’s public records laws.</li><li>Email encrypted investigative confidential reports and documents to board members; and prepare binders for approximately 30 annual board meetings.</li><li>Attend case reviews and executive sessions as required to capture investigative case related information.</li><li>Copy and assemble all cases for DOJ prior to the case review meetings.</li><li>Research, compile, and evaluate statistical data for necessary division and board/council reports and prepare board meeting reports for both public and executive sessions.</li></ul>What's in it for you? The public health division is a team of passionate individuals working to promote health across the lifespan of individuals, families, and communities. We value and support unique perspectives using a trauma-informed approach and aim to reflect these values in our hiring practices, professional development, and workplace. We are committed to racial equity as a driving factor to improve health outcomes for all communities that experience inequities.&nbsp;We offer full medical, vision and dental benefits with paid sick leave, vacation, personal leave and 10 paid holidays per year plus pension and retirement plans. If you are an experienced administrative specialist with compliance experience, don't delay, apply today!The public health division is a team of passionate individuals working to promote health across the lifespan of individuals, families, and communities. We value and support unique perspectives using a trauma-informed approach and aim to reflect these values in our hiring practices, professional development, and workplace. We are committed to racial equity as a driving factor to improve health outcomes for all communities that experience inequities.<ul><li>We offer exceptional medical, vision and dental benefit packages for you and your qualified family members with minimal out-of-pocket costs (member cost share is as low as 1% - 5%). Try this free virtual benefits counselor by clicking here: <a href="https://www.oregon.gov/oha/pebb/pages/alex.aspx&amp;nbsp" target="_blank">https://www.oregon.gov/oha/pebb/pages/alex.aspx&amp;nbsp</a>;</li><li>Paid Leave Days:<ul><li>11 paid holidays each year.</li><li>3 additional paid personal business days each year.</li><li>8 hours of paid sick leave accrued each month.</li><li>8 hours of vacation leave accrued each month with increases every 5 years.</li></ul></li><li>Pension and Retirement plans. After six months of service, you may qualify for the Public Employee Retirement System (PERS). New employees may be enrolled in the Oregon Public Service Retirement Plan (OPSRP).</li><li>Student Loan Forgiveness; Public Service Loan Forgiveness (PSLF) opportunity. The PSLF program may forgive student loan balances after you’ve made the equivalent of 120 qualifying monthly payments.&nbsp;</li><li>Optional benefits include short-term disability, long-term disability, deferred compensation savings program, and flexible spending accounts for health care and childcare expenses.</li><li>Continuous growth and development opportunities.</li><li>Click here to learn more and access a summary of State of Oregon benefits.</li></ul>The Oregon Health Authority is committed to:<ul><li>Eliminating health inequities in Oregon by 2030</li><li>Becoming an anti-racist organization</li><li>Developing and promoting culturally and linguistically appropriate programs.</li><li>Developing and retaining a diverse, inclusive, and equitable workforce that represents the diversity, cultures, strengths, and values of the people of Oregon.</li></ul>What are we looking for?Minimum QualificationsTwo years of experience in an administrative specialist or executive support specialist position which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as:<ul><li>Interpretation of laws, rules, and regulations; Ability to understand, apply, and communicate complex legal and regulatory requirements in a clear and effective manner.</li><li>Administrative data collection and analysis; Experience in gathering, organizing, and analyzing data to support decision-making and evaluate performance or compliance.</li><li>Evaluation of projects, processes, and operations; Skilled in assessing the effectiveness of projects, processes, or operations and providing recommendations for improvements or adjustments.</li></ul>ORAn equivalent combination of training and experience. One year of postsecondary education may be substituted for up to one year of the experience.Special QualificationsMust be a Notary Public in Oregon or obtain your Oregon Notary Commission within three months of hire.Desired Attributes:<ul><li>Administrative Support Proficiency: Skilled in scheduling, calendar management, meeting coordination, and minute-taking.</li><li>Database Management: Experience entering, reviewing, and ensuring quality assurance of data in internal systems.</li><li>Legal and Regulatory Knowledge: Understanding of statutes, policies, and procedures to manage notices, inspections, and compliance issues.</li><li>Case Management: Ability to prepare, track, and manage complaint and investigation case files.</li><li>Communication Skills: Strong written and verbal communication for preparing correspondence, reports, and liaising with diverse stakeholders.</li><li>Problem-Solving: Analytical skills to research, compile, and evaluate data, recommending solutions and actions.</li><li>Technical Competence: Proficiency in Microsoft Office Suite (Word, Excel) and other software for creating spreadsheets, reports, and maintaining records.</li><li>Public Records Handling: Experience coordinating, researching, and responding to public records requests.</li><li>Board and Meeting Support: Skilled in preparing materials for board meetings, including reports, binders, and utilize online file-sharing services for document management.</li><li>Legal Notice Preparation: Knowledge of drafting, reviewing, and managing Notices of Intent, settlement agreements, and other legal documents.</li><li>Customer Service Orientation: Demonstrated ability to treat all stakeholders with professionalism, respect, and cultural sensitivity.</li><li>Attention to Detail: Accuracy in managing documents, reports, and compliance-related tasks.</li><li>Promoting Cultural Competence and Diversity: Experience promoting a culturally competent and diverse work environment.</li></ul>This recruitment announcement 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.How to ApplyYou can take the same steps to update your education.<a href="https://wd5.myworkday.com/oregon/d/inst/15$392530/9925$144103.htmld" target="_blank">https://wd5.myworkday.com/oregon/d/inst/15$392530/9925$144103.htmld</a>To apply, log into your Workday account, click on the “Career” worklet, and select “Internal – Find Jobs.”Attention current State of Oregon employees: To apply for posted positions, please close this window, and log into your Workday account and apply through the career worklet.<ul><li>Complete the online application.</li><li>Attach a resume and cover letter.</li><li>Complete questionnaire</li><li>Click on “Add” or “Upload My Experience”</li></ul>NOTE: Please ensure you’ve provided a thorough and updated application as it pertains to the position for which you are applying. Your application materials will be used to determine salary based on a pay equity assessment.&nbsp; For further information, please visit the Pay Equity Project homepage.Questions/Need Help?If you need assistance to participate in the application process, including an accommodation request under the American with Disabilities Act contact: Cyndi Phipps-Roman at 503-569-0066 or <a href="mailto:cynthia.phipps-roman@state.or.us" target="_blank">cynthia.phipps-roman@state.or.us</a>.TTY users please use the Oregon Telecommunications Relay Service: 1-800-735-2900. For technical support, please call toll free 1-855-524-5627, for customer service assistance.Additional Information<ul><li>Please monitor your Workday account to view all communication regarding your application. You must have a valid e-mail address to apply.</li><li>If you are a veteran, you may receive veteran’s preference. Click here for more information about veterans’ preference. If you checked that you are a veteran, you will be required to provide your documents later in the process.</li><li>We do not offer VISA sponsorships or transfers currently. You will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States within three days of hire.</li><li>If you are offered employment, your offer will be contingent upon the positive outcome of an abuse check, criminal records check and driving records check. The information will be shared with the Oregon Health Authority (OHA), Office of Human Resources (OHR). Any criminal or founded abuse history will be reviewed and could result in the withdrawal of the offer or termination of employment.</li><li>The State of Oregon requires all executive branch employees to complete their COVID-19 vaccination series or have an approved exception to the requirement due to a medical condition or sincerely held religious belief. Successful candidates for this position must submit vaccination documentation or be approved for an exception prior to their first day of employment. Failure to provide proof of full documentation or receipt of an approved exception will lead to withdrawal of the job offer. For more information, visit our policy listed here.</li><li>Please attach only the documents that are related to the position such as cover letter, resume, and transcripts. Additional documents that are attached will not be reviewed.</li><li>Applicant Help and Support webpage</li></ul>Affirmative Action, Equal Opportunity, and Pay EquityThe Oregon Health Authority is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, genetic information, or any other protected class under state or federal law. In addition, we do not discriminate, or screen applicants based on current or past compensation. We determine salary by reviewing your application materials to evaluate your related education, experience, and training for this position. For further information, please visit the Pay Equity Project homepage. To learn more about OHA’s mission, vision, and core values, click here.The Oregon Health Authority is an equal opportunity, affirmative action employer committed to workforce diversity and anti-racism.

1 Administrative Job in Woodburn, OR 97071, USA