Licensing Assistant (AS 1) - State of Oregon : Job Details

Initial Posting Date: 03/03/2025 Application Deadline: 03/17/2025 Agency: Oregon Medical Board Salary Range: $3,705 - $5,066 Position Type: Employee Position Title: Licensing Assistant (AS 1) Job Description: Opportunity is knocking! Apply today! Licensing Assistant (AS 1 - CC) The Oregon Medical Board is looking for experienced candidates to be responsible for, answering multiple phone inquiries, processing applications for licensure, performing background checks, verifying eligibility and assisting applicants and the public with the licensing process in a fast-paced, team environment. There is currently one, full-time position. This position is represented by the Service Employees International Union and are subject to a collective bargaining agreement. The OMB understands the necessity of work-life balance and fosters a culture that supports it. Our office is on the waterfront in beautiful downtown Portland, overlooking the Willamette River, and great view of Mt. Hood. Numerous public transit options are within quick and easy access. Community is a strong focus within the agency and ensures our staff feel included and supported in all aspects of their work. The mission of the Oregon Medical Board (OMB) is to protect the health, safety, and wellbeing of Oregon citizens by regulating the practice of medicine in a manner that promotes access to quality care. The OMB licenses, regulates and investigates Oregon medical doctors, doctors of osteopathic medicine, podiatrists, physician associates and acupuncturists. Collectively, they are referred to as licensees. The Board licenses, monitors, disciplines and educates its licensees to assure their fitness and competence to serve the people of Oregon. For more information about the OMB, visit our website. This recruitment 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. Benefits of working for the State of Oregon and the Oregon Medical Board team (What's in it for you):

• Rewarding work in a productive and collaborative environment, where your work makes a difference in the health of Oregonians.
• Colleagues who are passionate about public service.
• Work/life balance, 11 paid holidays a year, and generous leave including paid sick leave, vacation, and personal leave.
• A competitive benefits package that offers comprehensive medical, dental, and vision plans for the employee and their qualified family members at minimal out-of-pocket expense.
• Membership in our pension and retirement plans.
• Get There - Oregon's easy-to use carpool matching tool and trip planner.
• Live, work and play in Portland, Oregon.

Here's what you will do: As a Licensing Assistant, you will assist applicants for licensure, hospitals, and other groups and individuals with questions about requirements, forms, or the licensing process. These duties include, but are not limited to:

• Receive telephone inquiries regarding applicants for licensure, current licensees, and general public and occasionally provide in-person assistance. Assess needs, and explain how to access the appropriate on-line services if applicable.
• Provide information on services, policies, requirements, or public information about Board licensees to hospitals, pharmacies, law enforcement agencies, other government agencies, professional organizations, the Board's licensees, and the public, within the parameters of laws and policies governing confidentiality.
• Verify licensure for all programs (MD/DO, DPM, PA, AC) by telephone or email.
• Scan, sort and distribute incoming mail.
• Document phone conversations by entrance in database; compose memos, and generate correspondence.
• Use training, tools, statutes, administrative rules and other resources to answer inquiries regarding qualifications for licensure.
• Maintain ongoing knowledge of applicable rules and statutes.
• Perform additional duties as assigned.

WORKING CONDITIONS:

• Office environment with some overtime required during heavy workload periods.
• Heavy public contact, both by telephone and e-mail with applicants who may be hostile or upset.
• Work with frequent interruptions from Board members, staff and the public.
• May encounter difficult and occasionally hostile people by telephone and in-person.

What we're looking for: 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.

Candidates who are the most competitive will possess the following skills, background, and areas of expertise (Desired Attributes):

• Experience responding to licensees with routine and non-routine issues and providing excellent customer service to the public and employees while maintaining confidentiality.
• Experience working in a licensing, credentialing, certification or accreditation environment in relation to rules and statutes.
• Excellent time management and prioritization skills, with the ability to multi-task while maintaining a high attention to detail.
• Excellent verbal and written communication skills.
• Experience remaining productive and taking initiative for tasks with little direction from others.
• Experience accomplishing work that requires detailed analysis on a case by case basis.
• Experience working with a positive, team oriented and professional approach.

Please ensure that you clearly demonstrate in your application materials that you meet the qualifications listed and that you follow all instructions carefully. Errors or omissions may impact your rating or result in you not being considered for the job. ADDITIONAL REQUIRED MATERIALS: You must attach to your online application the following: 1) Current resume 2) Cover letter (2-page limit) Please attach these documents in the Resume/CV section of the application. HOW TO APPLY:

• External Applicants Click on the Apply button and submit your application. Click this link to see the External Candidate job aid, and view this video for additional information.

• Please visit the State of Oregon job opportunities webpage to submit your application for the position, which includes your current cover letter and resume.
  • Internal Applicants (current State of Oregon employees): Apply through your employee Workday account. See What you need to know to get the job page. At the time of application, please attach your current cover letter and resume.
  • Get Noticed! Help your application rise to the top! Your candidate profile, cover letter and resume are the perfect place to display your interest in the position and highlight the skills and experience you will bring, making you the best candidate for the position. If requested, please be sure to attach your cover letter and resume.
  • Please note: the use of outside resources such as Artificial Intelligence software during application, applicant skill assessments, examinations, and/or interviews is prohibited. Unauthorized use of outside resources during the hiring process will result in disqualification. For applicant help and information, visit www.oregon.gov/jobs.
  • If you need an accommodation in the application or hiring process, please contact [email protected] or 971-###-####.
  • Only candidates who meet the qualifications and have work experience most closely meeting what we're looking for will be moved forward in the selection process.
  • Applicant submissions will be screened for consistency of information and reviewed for communication at a professional level with attention to detail, proper grammar, spelling and punctuation.
  • Transcripts and Certifications must be from an accredited institution and will be required at time of interview.
  • All application materials must be received by the closing date and time posted on this announcement. Click here to find What you need to know to get the job .
  • Work experience is based on a 40-hour work week. (Example: 20 hours a week for one year would equal six-months of work experience.)

Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you're reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your lived experience and passion set you apart. AFTER YOU APPLY:

• Log in to your Workday account before the job announcement closes to see if you have any pending tasks or actions, and make sure to complete those tasks or actions before the job announcement closes. These can be found under the My Applications section.
• Be sure to check both your email and Workday account for updates regarding this recruitment.

VETERANS' PREFERENCE Oregon state government provides qualifying veterans and disabled veterans with preference in employment in accordance with ORS 408.225, 408.230, and 408.235. If you are eligible and requesting veterans' preference, you may receive an additional questionnaire in your Workday account after you submit your application. In order to receive Veterans' Preference, you must complete the questionnaire in your Workday account, preferably before the application deadline but no later than date of interview. In order to ensure your privacy, we are asking that you complete the Veterans' Questionnaire and attach your qualifying military documents at that time. This questionnaire will be sent to your Workday account after you submit your application.

• Please be sure to monitor your Workday account frequently, as all communication regarding application status will be sent to your Workday account. You may be asked to submit additional information after the initial application.

• For questions about documentation, please contact the Oregon Department of Veterans' Affairs at 1-800-###-####.

CRIMINAL BACKGROUND CHECK Employment is contingent upon the outcome of a state and national criminal record check which will include fingerprints. Your fingerprints will be used to check the criminal history records of the FBI. Any history of criminal activity will be reviewed and could result in the withdrawal of the offer or termination of employment. You have the opportunity to complete or challenge the accuracy of the information contained in the FBI identification record. The procedure for obtaining a change, correction, or updating an FBI identification record are set forth in Title 28, CFR, 16.34. You can find additional information on the FBI website at Additional information:

• Please save a copy of this job announcement for your reference, as it may not be available for you to view after the job closes. If you have questions about the job announcement, or need an alternate format to apply, please contact Jessica Bates at [email protected] or 971-###-####.
• Please visit the Oregon Job Opportunities Webpage for more helpful information regarding the application process, Workday tips and resources, job opportunities across the State, and more!
• The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect the additional 6.95%. Please review the Classification and Compensation page for more details, or you may visit our website for information on Pay Equity.
• NOTE: This position requires that you obtain and maintain CJIS (Criminal Justice Information Services) clearance.
• The Oregon Medical Board does not offer visa sponsorship. 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 your employment authorization and documentation is contingent on sponsorship now or in the future, you will not meet Agency employment eligibility standards.
• Note that all hires to State of Oregon government will be offered a salary step within the pay range based on the outcome of a pay equity review.

Helpful Links & Resources How to Set Job Alerts | Workday Applicant FAQ | What You Need to Know to Get the Job Candidates from diverse backgrounds are encouraged to apply. The Oregon Medical Board is an equal opportunity, affirmative action employer, committed to equity and workplace diversity. The OMB values hiring a workforce representative of the communities we serve, understanding that a diverse workforce revitalizes our state. We value diversity and foster a positive and welcoming environment where all employees can thrive.