Investigative Assistant

State of Oregon • Portland, OR

2d • $3,798 - $5,193 • Hybrid

About The Position

The Oregon Medical Board is hiring a permanent, full-time Investigative Assistant (Administrative Specialist 1) to provide administrative support to its Investigations department. The position is represented by SEIU. After an initial training period working onsite at the Board’s Portland office, there will be some flexibility in work schedule and remote work. The role supports the Board’s mission to protect the health, safety, and wellbeing of Oregon residents by regulating, licensing, monitoring, disciplining, and educating medical and other licensed practitioners.

The Investigative Assistant uses judgment to assess incoming complaints for information that may require immediate Board action and reports potential public-safety risks to management. The position enters and updates case information in Board databases and records, coordinates tasks with investigators, reviews and organizes case materials, drafts and proofreads documents, and supports the handling, tracking, archiving, and distribution of investigative records. Duties also include assisting Board consultants with access to confidential materials, preparing reports for Investigative Committee meetings, processing malpractice claim information, and performing daily mail and file-management tasks.

The role requires two years of secretarial or basic administrative support experience involving records processing, document generation, and gathering and sorting data; alternatively, an associate degree in general office occupations plus one year of relevant experience; or an equivalent combination of education and experience. Competitive candidates will have strong spelling and grammar skills, familiarity with medical and legal terminology or the ability to learn it, and experience handling confidential information and documents. Employment is contingent on a state and national criminal record check, including fingerprints, and the employee must obtain and maintain CJIS clearance.

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 experience in those areas; OR an equivalent combination of education and experience.
• Ability to obtain and maintain CJIS (Criminal Justice Information Services) clearance.
• Employment is contingent upon the outcome of a state and national criminal record check, including fingerprints.

Nice To Haves

• Excellent spelling and grammar skills.
• Medical knowledge or experience with medical and legal terminology, or the ability to learn medical and legal terminology within a reasonable time frame.
• Experience handling confidential information and documents.

Responsibilities

• Assess incoming complaints to determine whether immediate Board action may be necessary.
• Report information about cases that may pose a risk to public safety to management.
• Enter information into the Board database according to established procedures.
• Coordinate investigative tasks with assigned investigators; review and revise documents for accuracy; conduct research and perform other tasks to support services.
• Review investigative case files when medical records arrive, identify relevant investigative information, and bookmark records before transferring materials to investigators.
• Assess Board decisions and update electronic and paper records as cases progress; enter data and documents and ensure case materials are appropriately formatted.
• Assist and instruct Board consultants on guidelines for receiving and accessing confidential Board materials.
• Track documents through the investigative process, identify delays, and discuss issues with investigators, department leadership, or lead workers to analyze and resolve them.
• Draft documents according to 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 and assist with archiving.
• Create and maintain an inventory of case medical records.
• Proofread Medical Director reports, suggest edits, and return them 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 to investigators when 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 according to procedures.

Benefits

• Eleven paid holidays per year and generous leave, including paid sick leave, vacation, and personal leave.
• Comprehensive medical, dental, and vision plans for the employee and qualified family members.
• Membership in pension and retirement plans.
• Get There, Oregon’s carpool-matching tool and trip planner.

What This Job Offers

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