Forensic & Civil Commitment Administrative Coordinator-Administrative Specialist 2-Oregon State Hospital-Salem

State of Oregon • Salem, OR

11d • $4,312 - $5,988 • Onsite

About The Position

This position assists the Director and Associate Directors of Social Work by providing high level administrative support to the Social Work Department. It serves as the single point of contact for the civil commit process, civil commit hearings, hospital holds, and .370 Ready to Place documents. The role involves working directly with the courts and county offices, requesting and providing information, and working with social workers and psychiatric providers to ensure compliance with Oregon Revised Statutes of civil commit regulations and explaining policies and procedures. The position supports the Civil Commit Hearing Process through scheduling, investigating, preparing, and obtaining necessary documents for consideration at the hearing, including summarizing exhibit files for review by Assistant Attorney General and Public Defenders.

Requirements

• Three years of administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR An equivalent combination of education and experience.
• These qualifications must be reflected in your application for consideration.

Nice To Haves

• Advanced technical skills in Excel, Outlook, Access, and Word
• Hands on working knowledge of supporting patients experiencing acute mental health challenges
• Experience working within the judicial system supporting the civil commitment, hospital hold, or .370 RTP(Ready To Place) process
• Scheduling, investigating, coordinating, and preparing reports and documentation for trial(s)
• Prior or current experience working within a social services framework to identify community resources and assistance
• Advanced knowledge of tracking current and historical data in order to determine utilization of resources, forecasting needs, and compliance
• Demonstrated ability to communicate with professionalism, both verbally and in writing

Responsibilities

• Independently review records to ensure accuracy of patient data and validate compliance of OAR's and utilize independent decision-making to include correcting dates, jurations, or patient names to elevate or resolve issues to legal documents.
• Monitor and track patient's commitment information.
• Draft commitment recertification documents for patients, psychiatric providers, and OHS's superintendent for review and signature, official filings with courts, and distribution to legal partners.
• Facilitate hearings through identifying availability, coordinating parties, and distributing hearing dockets legal partners, community providers, and the OSH team.
• Review civil commit, civil recommit and .370 court orders for data integrity to uphold terms of the court order.
• Request transfers of jurisdiction to OSH in Marion County or OSH in Lane County of patients who are outside of their current county of jurisdiction to schedule hearings or initiate a new court order.
• Determine, prepare, and provide relevant documents as exhibits for hearings and validate adequacy for attorney's review.
• Download hospital level of care (HLOC) report and Level of Care Utilization System (LOCUS) report; review reports for completion and add to the Ready to Place (RTP) document assembly completion.
• Collect and compile data from Avatar, .370 admission orders, Oregon Judicial Information Network (OJIN), Forensic Evaluation Services data tracker, Mental Health Directors site, and community contact resource list used to generate the hospital level of care (HLOC) cover letter and ready to discharge notification to courts.
• Manage current and historical patient data for Ready to Place (RTP) tracker.
• Manage and distribute the Ready to Place (RTP) tracker for social work Associate Directors' utilization with community partners.
• Maintain annual LEDS certification and logistics of workspace to ensure compliance with OARs.
• Track contracted, independent review determinations of a patient's hospital level of care and present the findings to physicians for further review.
• Maintain files and records for department, including policies, procedures, and desk manuals.
• Update, track and manage Ready to Transition (RTT) tracker.

Benefits

• Excellent, low-cost medical, vision, and dental coverage for you and your family.
• Optional benefits like life insurance, disability coverage, deferred compensation, and FSA options for health and childcare.
• Generous paid time off: 11 holidays, 3 personal days, monthly sick leave, and vacation accrual starting at 8 hours/month.
• Potential eligibility for the Public Service Loan Forgiveness Program.
• Retirement security through Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP).
• Training and development opportunities to grow your career with the State of Oregon.

What This Job Offers

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