Investigative Assistant

Oregon Medical Board; United States; On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

11 paid holidays per year

Generous leave: sick, vacation, and个人{

Medical, dental, vision plans

Pension and retirement plans

Get There transit tool

On-site waterfront Portland office

Job summary

The Oregon Medical Board is seeking an Investigative Assistant (Administrative Specialist 1) to join the Investigations team in Portland, Oregon. This permanent, full-time position will start on-site with later remote work options after training.

CJIS clearance is required, and the agency emphasizes work-life balance and public service. Benefits include paid holidays, generous leave, comprehensive medical/dental/vision plans, pension, transit support, and an inclusive culture.

Qualifications

• Two years of secretarial or basic administrative support experience.
• Associate degree in general office occupations or equivalent.
• Able to handle confidential information.

Responsibilities

• Assess incoming complaints for information to determine if immediate Board action is necessary.
• Enter information into Board database per established procedures.
• Coordinate investigative tasks with the assigned investigators.
• Draft documents and case closure letters; transfer closed cases to storage.
• Review medical records and bookmark relevant information for investigators.

Skills

Spelling & grammar

Medical terminology

Confidential information handling

Education

Associate degree in general office occupations

Equivalent combination of education and experience

Job description

Investigative Assistant (AS 1)

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

• 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.

Responsibilities

• 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.

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.

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.

Additional Information

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 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. Oregon state government is a large organization by nearly any standard. With over 40,000 employees working all over the state, in small communities and large, we are proving that government can be innovative. We work as a team, challenging ourselves to be better, faster and more efficient with taxpayer dollars. After all, when every day we are responsible for caring for the needs of a diverse population and thriving business community, we simply must have the best and brightest workforce. If you take responsibility for your actions, are passionate about helping others succeed, and have a reputation for excellence and honesty, why not make Oregon state government your next career move? Joining our team means you open the door to many possibilities. From entry level to executive, outdoor work to policy setting, we have a role for nearly every calling, expertise and background. If you’re looking at us from across the country (or beyond!), know that Oregon is one of the most beautiful places on earth. Made up of seven diverse regions, Oregon has the ocean, mountains, valleys, high desert, cities, small towns, and almost everything in between. Oregon “flies with her own wings.”