State of Oregon Administrative Specialist (Administrative Specialist 2) in Hillsboro, Oregon

Administrative Specialist (Administrative Specialist 2)

Print

Apply

Administrative Specialist (Administrative Specialist 2)

Salary

$3,051.00 - $4,419.00 Monthly

Location

Hillsboro, OR

Job Type

Permanent

Department

Oregon Health Authority-Public Health

Job Number

OHA18-0036

Closing

7/22/2018 11:59 PM Pacific

  • Description

  • Benefits

  • Questions

Description

The Oregon Health Authority (OHA), Public Health Division (PHD), Oregon State Public Health Laboratory (OSPHL) in Hillsboro, OR has a fantastic opportunity for an Administrative Specialist with customer service expertise, organizational competency, technical skills, and office systems development experience to lead the administrative responsibilities required to support a clinical government laboratory. This position provides administrative support to the Laboratory Compliance Quality Assurance (LCQA) Section of the OSPHL. This position will provide support to the Substance of Abuse Registration program, the Health Screen Testing Permits program, the Clinical Laboratory Improvement Amendments program and the Oregon Environmental Laboratory Accreditation Program, all of which permit the OSPHL to fulfill it's mission to preserve and protect the health of Oregon citizens by assuring the quality of clinical and environmental laboratory testing.

What will you do?

As Administrative Specialist, you will answer basic process and rule specific laboratory questions relating to the Clinical Laboratory Improvement Amendments (CLIA), Oregon Administrative Rules and Oregon Revised Statutes. You will create forms, form letters, reports, meeting minutes, program newsletters and other necessary documents; manage and organize soft and hard filing systems; and maintain systems for archiving records. In addition, you will assist with new employee orientation, provide routine administrative support as well as attend Oregon Environmental Laboratory Accreditation Program (ORELAP) and management team meetings.

As you learn and grow in the knowledge and skills required for this position, you will develop systems to promote lean and timely completion of required tasks; enter, retrieve and analyze data from various agency, federal and state databases to build and generate reports for regulatory compliance; assist labs with test verification; advise labs on compliance requirements and billing issues; and monitor, update and create webpage related content based on agency requirements.

What's in it for you?

You will work with a team of public health professionals who are passionate about the work they do to ensure drinking water and cannabis are safe for consumption. Have you worked in a fast paced, medical office or clinical laboratory environment? Do you have high level administrative and organizational skills? Do you have demonstrated technical experience related to databases and webpages? Then this is the career for you

We offer full medical, vision and dental benefits with paid sick leave, vacation, personal leave and 10 paid holidays per year plus pension and retirement plans. If you are experienced in office administration, don't delay, apply today!

This is a full-time, classified position and represented by a union.

The Oregon Health Authority is an equal opportunity, affirmative action employer committed to work force diversity.

Qualifications, Required & Requested Skills

MINIMUM QUALIFICATIONS

Two (2) years of experience as an administrative specialist or executive support specialist that included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations;

OR

An equivalent combination of training and experience.

One year of postsecondary education may be substituted for up to one year of the experience.

If you are using postsecondary education to substitute for one year of the required experience, you must attach your transcripts. Transcripts must be from an accredited institution and clearly show 1) your name; 2) the name and address of the institution; 3) the degree received; 4) conferred or awarded date; and 5) required courses completed with a passing grade. For application purposes, photocopies are acceptable; however official or original documents may be requested to validate education. If you are using your education to meet the minimum qualifications and do not attach your transcripts your application may be removed from consideration.

REQUESTED SKILLS

  • Experience working in a clinical, medical or laboratory environment preferred

  • Excellent, professional oral and written communication skills to communicate with the public; all levels of management and staff; outside agency representatives, laboratory personnel and consultants; and regulatory officials

  • Ability to explain laboratory compliance, processes and rules specific to CLIA requirements, Oregon Administrative Rules and Oregon Revised Statues

  • Proficient and accurate typing skills at 45 WPM or higher

  • Must thrive working independently, recognizing priorities to set daily, weekly and monthly goals and deadlines

  • Must manage workload effectively and perform multiple tasks at one time to complete various tasks or requests simultaneously

  • Effective and savvy public relations skills to successfully diffuse and resolve challenging situations with clients

  • Must exhibit flexibility as frequent changes in focus occur regularly

  • Aptitude to learn laboratory and testing compliance and regulation guidelines, processes and procedures; new tasks; and industry specific computer software programs

  • Experience promoting a culturally competent and diverse work environment

Applicants that meet the minimum qualifications and most closely match the desired attributes will be invited for an interview.

Additional Information

APPLICATION INSTRUCTIONS

To apply, please follow these steps.

  • Complete the application. We will not accept a resume or position description in place of a completed application. Because of the volume of applications we receive, we do not review any attachments that we do not ask for.

  • The work experience and/or education section of your application must clearly demonstrate how you meet all of the minimum and special qualifications listed above. If it does not, we are required to disqualify it.

  • Complete the supplemental questions. Answers to the supplemental questions must be substantiated with the experience you listed in the work experience section of the application. If you say you have 10 years of experience in customer service, but don't show 10 years of experience in the application, you may be disqualified.

  • Always attach your transcripts. We highly encourage you to attach your transcripts to every application you submit, even if you believe you qualify without them.

Caution: If you fail to follow these instructions, your application will be disqualified. Incomplete or late applications will not be considered.

PRE-EMPLOYMENT CHECKS

If you are offered employment, the offer will be contingent upon the outcome of an abuse check, criminal records check and driving records check, and the information shall 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.

VETERANS INFORMATION

If you are an eligible veteran and wish to claim veterans' preference points AND you also meet the minimum qualifications for this position, the points will be added to your score. To receive veterans' preference points you MUST attach the following required documentation to your electronic application.

A copy of your DD214/DD215 form; OR a letter from the US Dept. of Veterans Affairs indicating you receive a non-service connected pension for the five (5) point preference.

A copy of your DD214/DD215 form; AND a copy of your veterans' disability preference letter from the Dept. of Veterans Affairs for the ten (10) point preference.

For more information on veterans' preference points visit www.oregonjobs.org, and select veterans' preference.

NEED HELP?

If you need assistance to participate in the application process, you are encouraged to email cynthia.phipps-roman@state.or.us between 8:00 a.m. to 5:00 p.m. (Pacific Time) Monday through Friday. TTY users please use the Oregon Telecommunications Relay Service: 1-800-735-2900.

For technical support, please call toll free 1-855-524-5627, for customer service assistance.

PLEASE CONSIDER JOINING US!

The Oregon Health Authority (OHA) includes most of the state's health care programs, including Public Health, Health Policy and Analytics, Health Systems Division, and Oregon State Hospital. Incorporating the state's health care programs within one agency gives the state greater purchasing and marketing power to begin tackling the issues of cost, quality, and access to care.

OHA strives to create inclusive environments that welcome and value the diversity of the people we serve. OHA fosters fairness, equity, and inclusion to create workplace environments where everyone is treated with respect and dignity regardless of race, color, religion, sex, disability, physical stature, age, national origin, sexual orientation, gender identity, marital status, political affiliation and any other factor applicable by state or federal law.

Core benefits

Medical, vision and dental insurance

  • Comprehensive medical, dental and vision plans for the employee and qualified family members

  • $5,000 in employee basic life insurance

Retirement benefits

  • Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP)

  • Employer paid defined benefit and defined contribution programs

**Effective November 1, 2016, SEIU represented employees who are Public Employee Retirement System (PERS) participating members will have their base salary increased by 6.95%. Upon becoming a PERS participating member, SEIU employees pay the employee 6% contribution to PERS.

Paid leaves and other benefits

  • Sick leave earned at the rate of 8 hours per a month with no maximum accumulation

  • Vacation leave earned at a minimum rate of 8 hours per month with accrual rate increases at 5-year increments

  • 24 hours personal leave earned each fiscal year

  • Ten paid holidays a year

The state also provides access to an innovative Employee Assistance Program that offers work-life counseling, along with homeowner, legal and family resources.

Optional benefits

  • Term life (employee, spouse or domestic partner, and dependents

  • Long-term and short-term disability

  • Accidental Death and Dismemberment

  • Long-term care (self and eligible family members)

  • Flexible spending accounts

  • Option to enroll in the Oregon Savings Growth Plan, a deferred compensation program offering a wide variety of investment options.

The following information describes typical benefits available for employees. Actual benefits received may differ by position or branch of government or be prorated for other than full time work.