Administrative Specialist 2 - ONSITE

Provide direct administrative support to the division in support of day-to-day operations of the division.

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.

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.

Coordinate civil penalty activities, payments, and collections.

Review and edit notices and final orders, investigative reports, and timelines.

Ensure legally sufficient service, and track and record completed notices, settlement agreements and stipulated orders.

Meet with licensees to offer and discuss approved settlement options or determine provision of services if a hearing is requested.

Prepare and enter information relating to sanctions of HLO’s health care related professions into the National Practitioner Data Bank (NPDB).

Track sanctions for HLO practitioners and revise reports to comply with NPDB requirements.

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.

Receive licensee bankruptcy notices regarding civil penalties; research and compile information; and send files to DOJ for advice and clarification for collection process.

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.

Email encrypted investigative confidential reports and documents to board members; and prepare binders for approximately 30 annual board meetings.

Attend case reviews and executive sessions as required to capture investigative case related information.

Copy and assemble all cases for DOJ prior to the case review meetings.

Research, compile, and evaluate statistical data for necessary division and board/council reports and prepare board meeting reports for both public and executive sessions.

We offer exceptional 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:

Paid Leave Days:

plans. After six months of service, you may qualify for the Public Employee Retirement System (PERS). New employees may be enrolled in the .

Student Loan Forgiveness; opportunity. The PSLF program may forgive student loan balances after you’ve made the equivalent of 120 qualifying monthly payments.

Optional benefits include short-term disability, long-term disability, deferred compensation savings program, and flexible spending accounts for health care and childcare expenses.

Continuous growth and development opportunities.

Click to learn more and access a of State of Oregon benefits.

Eliminating health inequities in Oregon by 2030

Becoming an anti-racist organization

Developing and promoting culturally and linguistically appropriate programs.

Interpretation of laws, rules, and regulations; Ability to understand, apply, and communicate complex legal and regulatory requirements in a clear and effective manner.

Administrative data collection and analysis; Experience in gathering, organizing, and analyzing data to support decision-making and evaluate performance or compliance.

Evaluation of projects, processes, and operations; Skilled in assessing the effectiveness of projects, processes, or operations and providing recommendations for improvements or adjustments.

Administrative Support Proficiency: Skilled in scheduling, calendar management, meeting coordination, and minute-taking.

Database Management: Experience entering, reviewing, and ensuring quality assurance of data in internal systems.

Legal and Regulatory Knowledge: Understanding of statutes, policies, and procedures to manage notices, inspections, and compliance issues.

Case Management: Ability to prepare, track, and manage complaint and investigation case files.

Communication Skills: Strong written and verbal communication for preparing correspondence, reports, and liaising with diverse stakeholders.

Problem-Solving: Analytical skills to research, compile, and evaluate data, recommending solutions and actions.

Technical Competence: Proficiency in Microsoft Office Suite (Word, Excel) and other software for creating spreadsheets, reports, and maintaining records.

Public Records Handling: Experience coordinating, researching, and responding to public records requests.

Board and Meeting Support: Skilled in preparing materials for board meetings, including reports, binders, and utilize online file-sharing services for document management.

Legal Notice Preparation: Knowledge of drafting, reviewing, and managing Notices of Intent, settlement agreements, and other legal documents.

Customer Service Orientation: Demonstrated ability to treat all stakeholders with professionalism, respect, and cultural sensitivity.

Attention to Detail: Accuracy in managing documents, reports, and compliance-related tasks.

Promoting Cultural Competence and Diversity: Experience promoting a culturally competent and diverse work environment.

Complete the online application.

Attach a resume and cover letter.

Complete questionnaire

Click on “Add” or “Upload My Experience”

Please monitor your Workday account to view all communication regarding your application. You must have a valid e-mail address to apply.

If you are a veteran, you may receive veteran’s preference. 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.

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.

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.

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 .

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.

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