Administrative Specialist 1

State of Oregon

5d • Hybrid

About The Position

The Oregon State Board of Nursing (OSBN), with the help of its staff, interprets the Oregon Nurse Practice Act, evaluates and approves nursing education and nursing assistant training programs, issues licenses and renewals, investigates complaints and takes disciplinary action against licensees who violate the Oregon Nurse Practice Act. OSBN also maintains the nursing assistant registry and administers competency evaluations for nursing assistants and provides testimony to the legislature and other organizations as needed. Administrative Specialist-Investigations Department (Administrative Specialist 1) Imagine an opportunity where you join a team of passionate professionals who play a critical role in upholding OSBN’s mission to protect the public through regulatory excellence and promoting the wellness of our nursing professionals as well as fulfilling our vision of a safe and healthy Oregon promoted through a healthy and diverse nursing workforce. As OSBN’s next Administrative Specialist you will be responsible for administrative duties in the following key program areas of our Investigations Department: Subpoena Coordination Collect and organize information used for preparing subpoenas Prepare subpoenas for digital upload, fax and mail via Tracker Mailing; track overdue deliveries and delays and contact appropriate agency/individual to address/resolve issues Records Management Track, maintain, organize, prepare and upload electronic and paper investigation records into case management database Extract electronic records (from CDs, thumb drives, external hard drives, etc.) and scan paper records (including paper complaint documents and final orders) Mail copies of documents such as final board orders, child support suspensions and complaint closure letters to appropriate parties upon case closure Regular use of case management database software, Microsoft Office Suite, Adobe and various additional computer programs to query, research, organize, enter and track case information and documentation Administrative Support Monitor department virtual FAX mailbox and process inbound and outbound mail (interagency and USPS) Work together with Investigations Manager to coordinate department-wide communications to staff Answer, screen and respond to telephone calls, emails and written correspondence Create new NPA (Nurse Practice Act) binders for new investigations staff and distribute board approved NPA updates to Investigations staff as received from the Executive Assistant And of course… Other duties as assigned We are proud to be an Equal Opportunity Employer. We are actively working to build an equitable agency free of racism, discrimination, and bias. We believe that teams in which everyone can show up as their full authentic self are key to creating a thriving workforce that can better serve communities. We welcome members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to apply. Feeling excited about this opportunity? Not sure if you meet all the requirements? OSBN is eager to meet people that believe in, and want to contribute to, not only our mission, but who also have a passion for public service. If this sounds like you, even if you don't feel that you meet every single requirement, we encourage you to apply!

Requirements

• Two years of experience performing administrative support that includes records processing, generating documents, and gathering and sorting data, OR
• An Associates Degree in general office occupations and one year of experience that includes records processing, generating documents, and gathering and sorting data, OR
• An equivalent combination of education and experience

Nice To Haves

• Skill in using Microsoft 365 Suite
• Previous experience using specialized reference materials such as laws, policies, statutes to perform one or more job duties.
• Demonstrated strong communication skills
• Previous experience using complex or secure databases
• Previous experience reviewing sensitive and/or criminal information
• Previous experience with responding to or submitting requests for information

Responsibilities

• Subpoena Coordination Collect and organize information used for preparing subpoenas Prepare subpoenas for digital upload, fax and mail via Tracker Mailing; track overdue deliveries and delays and contact appropriate agency/individual to address/resolve issues
• Records Management Track, maintain, organize, prepare and upload electronic and paper investigation records into case management database Extract electronic records (from CDs, thumb drives, external hard drives, etc.) and scan paper records (including paper complaint documents and final orders) Mail copies of documents such as final board orders, child support suspensions and complaint closure letters to appropriate parties upon case closure Regular use of case management database software, Microsoft Office Suite, Adobe and various additional computer programs to query, research, organize, enter and track case information and documentation
• Administrative Support Monitor department virtual FAX mailbox and process inbound and outbound mail (interagency and USPS) Work together with Investigations Manager to coordinate department-wide communications to staff Answer, screen and respond to telephone calls, emails and written correspondence Create new NPA (Nurse Practice Act) binders for new investigations staff and distribute board approved NPA updates to Investigations staff as received from the Executive Assistant
• Other duties as assigned

Benefits

• Rewarding work in a productive and creative environment
• Colleagues who are passionate about public service
• Flexibility- Once the incumbent has gained the proficiency to perform work independently, this position is eligible for hybrid work, however, regular, scheduled office hours are also required. Office hours could include (subject to management discretion): one in office day per week, department meetings and trainings, and agency-wide meetings and trainings
• Work/life balance, including 11 paid holidays a year and a competitive benefits package
• Advancement and learning opportunities that will help grow your career with the State of Oregon

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree