Administrative Specialist - Forensics Services (Hybrid)

at  Oregon Health Authority

Initial Posting Date:
06/07/2024
Application Deadline:
06/17/2024
Agency:
Oregon Health Authority
Salary Range:
$3,477.00-$5,086.00 Monthly
Position Type:
Employee
Position Title:
Administrative Specialist - Forensics Services (Hybrid)
Job Description:
This position provides administrative support to the Forensic Evaluation Service including the Director, Associate Director, employee evaluators, and contracted evaluators. Duties include requesting and maintaining information for forensic evaluations, providing information to other departments within Oregon State Hospital, communicating with courts; attorneys; jails; and other outside agencies. Responsible for knowing statutory deadlines for reports and orders, identifying deviations from these deadlines in received court orders, and ensuring materials are submitted to all agencies in a timely fashion.
What will you do?

Administrative Office Duties

• Provide primary administrative support, technical assistance, and act as a liaison for the Forensic Evaluation Service.
• Prepare court-ordered reports and other official documents; locate, assemble, and appropriately distribute confidential and technical information.
• Maintain correspondence files (both physical and electronic), reports, court orders, and other forensic and legal information.
• Perform additional duties as assigned, including supporting the Director and Associate Director, assisting evaluators, and managing video technology as necessary.
• Manage personal email as well as a shared email box with other Administrative Specialist 1s and Admissions.

Legal Documents and Correspondence

• Transcribe legal documents and correspondence.
• Read and interpret Judicial orders, identifying and consulting on any deviations from expected requests with the Director and Associate Director to determine appropriate follow-up.
• Send record requests to attorneys, jails, and community partners.

Evaluation Preparation and Monitoring

• Communicate all scheduled evaluations with courts, attorneys, interpreters, and evaluators.
• Examine documents, including Judicial orders, to verify legal steps, deadlines, and due process requirements.
• Advise the Director and Associate Director of the Forensic Evaluation Service on items needing attention.
• Establish and maintain a system to track evaluations and documents.
• Distribute weekly scheduling lists, such as those to the units at the Oregon State Hospital, and other scheduling communications as assigned by the Director and Associate Director.

What’s in it for you?
-

Medical, vision, and dental benefits

• 11 paid holidays
• 8 hours of vacation per month, eligible to be used after 6 months of service
• 8 hours of sick leave per month, eligible to be used as accrued
• 24 hours of personal business leave per fiscal year, eligible to be used after 6 months of service
• Pension and retirement programs
• Opportunity to potentially receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF)
• Continuous growth and development opportunities
• Opportunities to serve your community and make an impact through meaningful work
• A healthy work/life balance, including some remote options as well

We offer a workplace that balances productivity with enjoyment; promote an atmosphere of mutual respect, dedication, and enthusiasm. You will collaborate in an open office with a team of bright individuals to work with and learn from. We offer full
medical, vision and dental
with paid sick leave, vacation, personal leave and ten paid holidays per year plus
pension and retirement plans
. If you’re driven by the passion to do something meaningful that changes lives, the
Oregon Health Authority
is the place for you.
The Oregon Health Authority is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, genetic information or any other protected class under state or federal law. Click
here
, to learn more about OHA’s mission, vision, and core values.

MINIMUM QUALIFICATIONS

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 with records processing, generating documents, and gathering and sorting data; OR
An equivalent combination of education and experience.
Desired Attributes
Legal Documentation Expertise: Proficient in transcribing legal documents and correspondence with high accuracy and attention to detail.
Judicial Order Interpretation: Skilled in reading and interpreting judicial orders, identifying deviations from expected requests, and determining appropriate follow-up actions in consultation with senior staff.

How to apply:

• Complete the online application

Need Help?
If you need assistance to participate in the application process such as an alternate format to apply, please contact Barry Lein at.
Voice/text: 503-440-6484
Email: barry.lein@oha.oregon.gov
Additional Information
-

Please monitor your Workday account, as all communication will be sent to your Workday account. You must have a valid e-mail address to apply.

• If you are a veteran, you may receive preference.

Click here

for more information about veterans’ preference. If you checked that you are a veteran, we will ask you for your documents later in the process.

• We do not offer VISA sponsorships or transfers at this time – unless specifically noted. Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 form confirming authorization to work in the United States.
• 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.

• Please only attach documents that are related to the position. Additional documents that are attached will not be reviewed.

• Applicant Help and Support
  webpage
  The Oregon Health Authority is committed to fair employment practices and non-discrimination, including pay equity for all employees. We do not discriminate on the basis of protected class (race, sex, veteran status, disability, age, color, religion, national origin, marital status, sexual orientation) in the payment of wages or screen applicants on the basis of their current or past compensation. We determine salary by completing a review of your application materials to evaluate your related education, experience, and training for this position. (critical elements of process).
  The Oregon Health Authority is an equal opportunity, affirmative action employer committed to work force diversity.

Administrative Office Duties

• Provide primary administrative support, technical assistance, and act as a liaison for the Forensic Evaluation Service.
• Prepare court-ordered reports and other official documents; locate, assemble, and appropriately distribute confidential and technical information.
• Maintain correspondence files (both physical and electronic), reports, court orders, and other forensic and legal information.
• Perform additional duties as assigned, including supporting the Director and Associate Director, assisting evaluators, and managing video technology as necessary.
• Manage personal email as well as a shared email box with other Administrative Specialist 1s and Admissions

for more information about veterans’ preference. If you checked that you are a veteran, we will ask you for your documents later in the process.

• We do not offer VISA sponsorships or transfers at this time – unless specifically noted. Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 form confirming authorization to work in the United States.
• 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.
• Please only attach documents that are related to the position. Additional documents that are attached will not be reviewed