Investigative Assistant

State of Oregon • Portland, OR

1d • Hybrid

About The Position

The Oregon Medical Board is seeking a team-oriented Investigative Assistant (Administrative Specialist 1) to provide administrative support to its Investigations department. The role supports the Board’s mission to protect the health, safety, and well-being of Oregon residents by regulating the practice of medicine and investigating licensed medical professionals. This is a permanent, full-time, SEIU-represented employee position. After an initial on-site training period at the Board’s downtown Portland office, the position offers some flexibility in work schedule and remote work. The recruitment may also be used to fill future vacancies.

The Investigative Assistant assesses incoming complaints and case materials, maintains electronic and paper records, coordinates investigative tasks, and prepares and reviews documents and reports. The role handles confidential Board materials and medical records, supports investigators and Board consultants, tracks case progress, and assists with case closure and archiving. The Oregon Medical Board describes its workplace as collaborative and supportive of work-life balance.

Requirements

• 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 relevant experience; or an equivalent combination of education and experience.
• Excellent spelling and grammar skills.
• Experience handling confidential information and documents.
• Ability to obtain and maintain CJIS (Criminal Justice Information Services) clearance.
• Authorization to work in the United States; the employer does not offer visa sponsorship.

Nice To Haves

• Medical knowledge or experience with medical and legal terminology; alternatively, the ability to learn medical and legal terminology within a reasonable time frame.

Responsibilities

• Assess incoming complaints to determine whether immediate Board action may be necessary and report potential public-safety risks to management.
• Enter and update information in the Board database and maintain electronic and paper case records in accordance with procedures.
• Coordinate investigative tasks with assigned investigators, review documents for accuracy, and revise documents as needed.
• Review investigative case files when medical records arrive, identify relevant information, and bookmark records for investigators.
• Assess Board decisions and update electronic and paper records as cases progress; enter data and documents and ensure case materials are formatted appropriately.
• Instruct Board consultants on procedures for receiving and accessing confidential Board materials.
• Track documents through the investigative process, identify delays, and discuss issues with investigators or department leadership to analyze and resolve them.
• Draft documents and determine what information should be entered into the database.
• Draft case-closure letters for review and mailing; transfer closed cases to storage and assist with archiving.
• Create and maintain an inventory of case medical records.
• Proofread Medical Director reports, suggest edits, and return reports to the Medical Director.
• Copy approved reports into the database under the appropriate complaint and prepare investigative reports for monthly Investigative Committee meetings.
• Review case investigator summaries and suggest edits when necessary.
• Generate memos, reports, and other documents as needed.
• Sort, scan, optimize, and distribute daily department mail.
• Process malpractice claim information according to procedures.
• Research databank entries, mail information, and perform other tasks to ensure services are provided.

Benefits

• 11 paid holidays per year.
• Paid sick leave, vacation, and personal leave.
• Comprehensive medical, dental, and vision plans for employees and qualified family members.
• Membership in pension and retirement plans.
• Work-life balance.
• Carpool matching and trip-planning tool (Get There).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed