[HIV-STD-Prevention] Career Opportunity: REQ-138978 Administrative Specialist #u#

[Bortoli Gianna A]

Please review the below job posting and share widely with your networks and any interested candidates.
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External Link<https://oregon.wd5.myworkdayjobs.com/SOR_External_Career_Site/job/Portland--OHA--Oregon-Street/Administrative-Specialist-1_REQ-138978>
Internal Link<https://wd5.myworkday.com/oregon/d/inst/9925$165411/rel-task/2998$16774.htmld>

Administrative Operations (Administrative Specialist 1)
REQ-138978
Close date: October 18, 2023
Salary: $3,022-4,465
Location: Portland, OR

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

The Oregon Health Authority (OHA), Public Health Division (PHD), HIV, STD, TB (HST)<https://www.oregon.gov/oha/ph/diseasesconditions/hivstdviralhepatitis/pages/index.aspx> section in Portland, Oregon is recruiting for an STD/HIV Administrative Operations Specialist to provide administrative and operations support with the primary responsibilities for STD data entry, records searches, interstate records requests, STD medication ordering and distribution, as well as general office support. This position and its duties are integral to successful statewide STD surveillance, disease investigation, provision of treatment and prevention. This position serves as the main contact for sharing and receiving confidential client information and laboratory results across jurisdictions to ensure public health effectiveness for STD management and addresses customer service needs of partners.

NOTE: This position and its tasks require being in the office and onsite three days per week. Two days of work can be done remotely with full access to needed operating systems and technology.  Location can be changed at any time at the discretion of the hiring manager.
The Oregon Health Authority strategic goal is to end all health inequities by 2030.
OHA values health equity, service excellence, integrity, leadership, partnership, innovation, and transparency. OHA's health equity definition is "Oregon will have established a health system that creates health equity when all people can reach their full potential and well-being and are not disadvantaged by their race, ethnicity, language, disability, age, gender, gender identity, sexual orientation, social class, intersections among these communities or identities, or other socially determined circumstances. Achieving health equity requires the ongoing collaboration of all regions and sectors of the state, including tribal governments to address: the equitable distribution or redistributing of resources and power; and recognizing, reconciling, and rectifying historical and contemporary injustices." OHA's 10-year goal is to eliminate health inequities. Click here<https://www.oregon.gov/oha/Documents/OHA-Core-Values.pdf>, to learn more about OHA's mission, vision, and core values.
OHA values service excellence, leadership, integrity, health equity and partnership.
What will you do?
As an Administrative Operations, you will perform the following duties:

  *   Sexually Transmitted Disease (STD) Data/Orpheus Duties (65%)

*        Enter and update confidential STD data in Oregon's integrated electronic disease surveillance system, a.k.a. the Oregon Public Health Epidemiologist's User System or Orpheus.

*        Gather, compile and distribute incoming STD reports from RightFax or the TB STD Faxes Outlook inbox by searching for patient in Orpheus, saving, and forwarding to appropriate County for further investigation.

*        Serve as Oregon's primary point of contact for the Interstate Communications Control Record (ICCR)- forward out-of-state ELRs and faxes to appropriate States, request out-of-state records, and communicate with other State STD programs if questions arise.

*        Do regular quality assurance checks of incoming electronic

laboratory reports (ELRs) and check for any data inconsistencies. (i.e., ELR assigned to incorrect county, incorrect disease information, address not listed, etc.)

*        Verify that ELRs and electronic case reports (eCRs) are being processed by the Counties in a timely manner and notify County if ELRs have not been processed. Create new cases and notify counties as needed.

  *   STD Medication/Supply Duties (20%)

*        Package and ship STD medications to local county health departments and other partners. Contact the STD/HIV Prevention Nurse Consultant with questions regarding medication orders when necessary.

*        Maintain accurate drug inventory. Monitor STD drug quantity and expiration dates. Order drugs as needed.

*        Maintain system for monitoring STD drug orders and Bicillin tracking forms submitted by partners.

*        Ensure the security and organization of the STD portion of the drug room.

*        Provide routine reports on inventory and supply chain issues to Manager and STD/HIV Nurse Consultant.

*        Coordinate with the Immunization Program on storage of refrigerated medications and monitoring of walk-in cooler.

*        Package and ship other HIV/STD prevention supplies as requested and needed (e.g., condoms, rapid test kits).



  *   Other Administrative and Office Support (15%)

*        Process invoices for STD medications, syphilis case reimbursement, and other invoices as needed.

*        Maintain up-to-date HIV/STD Prevention point-of-contact lists for the state and local health department programs.

*        Maintain up-to-date contact information for providers, partners, and others as identified by STD Program staff.

*        Archive STD records per State archiving policy.

*        Assist with program travel by coordinating logistics.

*        Assist with meetings (in-person and virtual) by preparing meeting agendas, scheduling, providing tech support, and taking minutes.

*        Finalize documents with consistent format, create graphic presentation of content for fact sheets, training presentations, informational materials, newsletters or technical reports.

*        Purchase supplies and other goods in accordance with established protocols.

*        Update and maintain program Standard Operating Procedures.

*        Provide office support, such as copying, assembling, and packaging documents for group mailings, answering telephone and routing calls, scheduling meetings, distributing surface mail in a backup capacity, and recycling confidential shredded material.

*        Check program email and respond as appropriate or forward inquiries to the appropriate staff person.

*        Serve as back up to other administrative support staff when needed.

*        Other duties as assigned.

What's in it for you?
The public health division is a team of passionate individuals working to promote health across the lifespan of individuals, families, and communities. We value and support unique perspectives using a trauma-informed approach and aim to reflect these values in our hiring practices, professional development, and workplace. We are committed to racial equity as a driving factor to improve health outcomes for all communities that experience inequities.


We offer full medical, vision and dental benefits <http://www.oregon.gov/OHA/PEBB/Pages/index.aspx> with paid sick leave, vacation, personal leave and 10 paid holidays per year plus pension and retirement plans<http://www.oregon.gov/PERS/pages/index.aspx>.

What are we looking for?
Minimum Requirements

  *   At least two years of secretarial or basic administrative data entry or records management. This may include gathering, sorting, processing and/or entering data; data quality assurance tasks, work with personnel or health data or records systems.
OR

  *   An associate degree in general office occupations and one year of secretarial or basic administrative data entry or records management, which may include gathering, sorting, processing and/or entering data; data quality assurance tasks, work with personnel or health data or records systems.
OR

  *   An equivalent combination of education and experience.
Required Skills

  *   Experience with accurate, reliable and timely data and database entry.
  *   Experience in records management.
  *   Experience providing customer service.
  *   Proficiency with MS Office Suite (e.g. Outlook, Word, Excel).
Requested Skills

  *   Experience providing administrative support to a communicable disease, HIV/STD prevention, surveillance, or other health related programs.
  *   Experience handling confidential or sensitive health or related data. If applicant has experience with DMV, Lexis/Nexis-Accurint, or Orpheus, please note this in your resume/application.
  *   Experience responding to requests for data, records, or searches in databases.
  *   Experience coordination with other agencies/entities to address missing or incomplete data or records.
  *   Experience adhering to privacy, security and confidentiality laws, policies, procedures, and guidelines.
  *   Experiencing with medication ordering, tracking and distribution.
  *   Experience administrative data collection and analysis.
  *   Experience preparing data or other narrative reports.
This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.

How to Apply

  *   Submit a cover letter
  *   Submit a resume listing all relevant paid and unpaid work
  *   Complete the online application
  *   Complete questionnaire

Attention current State of Oregon employees: To apply for posted positions, please close this window, and log into your Workday account and apply through the career worklet.

NOTE: Please ensure you've provided a thorough and updated application as it pertains to the position for which you are applying. Your application materials will be used to determine salary based on a pay equity assessment.  For further information, please visit the Pay Equity Project<https://www.oregon.gov/das/hr/pages/equity.aspx> homepage.

Questions/Need Help?
If you need assistance to participate in the application process, including an accommodation request under the American with Disabilities Act contact: Tiffany Gregg at Tiffany.Gregg at OHA.Oregon.Gov<mailto:Tiffany.Gregg at OHA.Oregon.Gov> or 503-716-7772

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.

Additional Information

  *   Please monitor your Workday account to view all communication regarding your application. You must have a valid e-mail address to apply.
  *   If you are a veteran, you may receive veteran's preference. Click here<https://www.oregon.gov/jobs/Pages/Veterans.aspx> for more information about veterans' preference. If you checked that you are a veteran, you will be required to provide your documents later in the process.
  *   We do not offer VISA sponsorships or transfers currently. You will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States within three days of hire.
  *   If you are offered employment, your offer will be contingent upon the positive outcome of an abuse check, criminal records check and driving records check. The information will 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 attach only the documents that are related to the position such as cover letter, resume and transcripts. Additional documents that are attached will not be reviewed.
  *   Applicant Help and Support<https://www.oregon.gov/jobs/Pages/support.aspx> webpage

Affirmative Action, Equal Opportunity, and Pay Equity

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. In addition, we do not discriminate, or screen applicants based on current or past compensation. We determine salary by reviewing your application materials to evaluate your related education, experience, and training for this position. For further information, please visit the Pay Equity Project<https://www.oregon.gov/das/hr/pages/equity.aspx> homepage. To learn more about OHA's mission, vision, and core values, click here<https://www.oregon.gov/oha/Pages/Portal-About-OHA.aspx>.
The Oregon Health Authority is an equal opportunity, affirmative action employer committed to workforce diversity and anti-racism.



Tiffany Gregg
Senior Recruiter
Office of Human Resources
Cell: 503-716-7772

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