Forensic & Civil Commitment Administrative Coordinator-Administrative Specialist 2-Oregon State Hospital-Salem

Initial Posting Date:

Application Deadline:

Agency:

Salary Range:

Position Type:

Position Title:

Job Description:

If this opportunity aligns with your strengths, background, and commitment to fostering inclusivity, we encourage you to apply! At the Oregon Health Authority (OHA), we value diversity and encourage applicants from all backgrounds and experiences to help us build a stronger, more equitable future for all.

Opportunity Awaits, Apply Today! –Forensic & Civil Commitment Administrative Coordinator-Oregon State Hospital-Salem

Oregon State Hospital is a Joint Commission-accredited and CMS-certified public psychiatric hospital which provides services on two campuses to persons committed by the Oregon courts as part of the state mental health system.

OSH Vision: We are a psychiatric hospital that inspires hope, promotes safety and supports recovery for all.

OSH Mission: to provide therapeutic, evidence-based, patient-centered treatment focusing on recovery and community reintegration, all in a safe environment.

This position assists the Director and Associate Directors of Social Work by providing high level administrative support to the Social Work Department to include responding to questions from hospital staff, community mental health providers, attorneys, district attorneys, law enforcement officers and other interested parties regarding the Civil Commit hearing process and its applicable policies and procedures as a contributing member of the Chief Medical Office Administration.

This position is the single point of contact for civil commit process, civil commit hearings, hospital holds, and .370 Ready to Place documents, and in working directly with the courts and county offices requesting and providing information, working directly with social workers and psychiatric providers by providing training to ensure compliance in Oregon Revised Statutes of civil commit regulations and explaining policies and procedures by reviewing documentation for accuracy and compliance of OARs. It supports the Civil Commit Hearing Process through scheduling, investigating, preparing and obtaining necessary documents for consideration at the hearing including summarizing exhibit files for review by Assistant Attorney General and Public Defenders.

Civil Commit Hearings and Hospital Holds

•Independently review records to ensure accuracy of patient data and validate compliance of OAR's and utilize independent decision-making to include correcting dates, jurations, or patient names to elevate or resolve issues to legal documents.

•Monitor and track patient's commitment information.

•Draft commitment recertification documents for patients, psychiatric providers, and OHS's superintendent for review and signature, official filings with courts, and distribution to legal partners.  

•Facilitate hearings through identifying availability, coordinating parties, and distributing hearing dockets legal partners, community providers, and the OSH team.

•Review civil commit, civil recommit and .370 court orders for data integrity to uphold terms of the court order.

•Request transfers of jurisdiction to OSH in Marion County or OSH in Lane County of patients who are outside of their current county of jurisdiction to schedule hearings or initiate a new court order.

•Determine, prepare, and provide relevant documents as exhibits for hearings and validate adequacy for attorney's review.

Aid and Assist:  Ready to Place

•Download hospital level of care (HLOC) report and Level of Care Utilization System (LOCUS) report; review reports for completion and add to the Ready to Place (RTP) document assembly completion.

•Collect and compile data from Avatar, .370 admission orders, Oregon Judicial Information Network (OJIN), Forensic Evaluation Services data tracker, Mental Health Directors site, and community contact resource list used to generate the hospital level of care (HLOC) cover letter and ready to discharge notification to courts.

•Manage current and historical patient data for Ready to Place (RTP) tracker.

•Manage and distribute the Ready to Place (RTP) tracker for social work Associate Directors' utilization with community partners.

Law Enforcement Database System (LEDS)

•Maintain annual LEDS certification and logistics of workspace to ensure compliance with OARs.

Department Backup and Administrative Duties

•Track contracted, independent review determinations of a patient's hospital level of care and present the findings to physicians for further review.

•Maintain files and records for department, including policies, procedures, and desk manuals.

•Update, track and manage Ready to Transition (RTT) tracker.

For a full review of the position description, please Click here.

What We Are Looking For

Minimum Qualifications:

Three years of administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR An equivalent combination of education and experience.

*These qualifications must be reflected in your application for consideration.

Desired Attributes:

The following are desired attributes that we have identified as key to success for this role at OHA. These are the attributes we are looking for in our top candidate. If you have any of these, please let us know in your application.

• Advanced technical skills in Excel, Outlook, Access, and Word
• Hands on working knowledge of supporting patients experiencing acute mental health challenges
• Experience working within the judicial system supporting the civil commitment, hospital hold, or .370 RTP(Ready To Place) process
• Scheduling, investigating, coordinating, and preparing reports and documentation for trial(s)
• Prior or current experience working within a social services framework to identify community resources and assistance
• Advanced knowledge of tracking current and historical data in order to determine utilization of resources, forecasting needs, and compliance
• Demonstrated ability to communicate with professionalism, both verbally and in writing

Application Guidance

Your candidate profile and application are your opportunity to showcase your skills and interest in this role. Submissions will be reviewed for clarity, consistency, and communication skills, and for alignment with the guidance provided in the below:

Submission Requirements:

• Resume – Attach your current resume that clearly outlines your education and work experience relevant to this position.
• Cover Letter (Required) – A cover letter is required for this position and should describe how your skills, work and lived experience, and education make you a strong candidate for this critical role.
• Supplemental Questions – Answer all supplemental questions completely and accurately.
• Final Check! – Before submitting, confirm that all required materials are included, and your Workday Job History is current. The information in your application will be used to complete an Equal Pay Analysis to determine salary placement upon hire. Visit the Equal Pay Analysis Webpage for more information.

How to Apply:

• External Candidates:  Visit the State of Oregon job opportunities webpage or click the “Apply” tab above to submit your application, following all submission requirements.
• Internal Candidates: Current State of Oregon employees must apply through their employee Workday login, following all submission requirements.

After You Apply:

• Complete any pending tasks in Workday under “My Applications” prior to the application deadline.
• Check your email (including junk folder) and Workday inbox regularly for updates on your application.

Reminders:

• Eligible veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. To protect your information and ensure correct processing, please follow the instructions for submitting your Veterans’ Preference documentation.
• Please download and save a copy of this job announcement and linked position description, as it is not available after the application deadline.

About the Team & Benefits of Joining

We offer a workplace that balances productivity with enjoyment; promotes an atmosphere of mutual respect, dedication, and enthusiasm. You will collaborate with a team of bright individuals to work with and learn from.

If you're driven by the passion to do something meaningful that changes lives, the Oregon Health Authority is the place for you. We also offer a competitive benefits package including:

• Excellent, low-cost medical, vision, and dental coverage for you and your family.
• Optional benefits like life insurance, disability coverage, deferred compensation, and FSA options for health and childcare.
• Generous paid time off: 11 holidays, 3 personal days, monthly sick leave, and vacation accrual starting at 8 hours/month.
• Potential eligibility for the Public Service Loan Forgiveness Program.
• Retirement security through Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP).
• Training and development opportunities to grow your career with the State of Oregon.

Additional Details

• This announcement is for 1, full time, permanent, SEIU represented, Forensic & Civil Commitment Administrative Coordinator position, Administrative Specialist 2 SR20 based in Salem, Oregon.
• This is an on-campus position, with limited hybrid possibility after training and onboarding. “Review Section 4: Working Conditions” in the position description (linked above) for more information.
• Employment is contingent upon a criminal records check and a driving records check that meets OHA criteria at the time of hire and throughout employment.
• The salary listed is the non-PERS qualifying range. If the successful candidate qualifies for PERS, the salary range will increase by 6.95%. For more information, see the Classification and Compensation page.
• The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an education institution during the application process.
• This position does not provide visa sponsorship. Within three days of hire, you will be required to complete I-9 documentation and confirm authorization to work in the United States. OHA will use E-Verify to verify work authorization. If your employment eligibility depends on sponsorship now or in the future, you will not meet the requirements for this position.
• We evaluate candidates based on their own skills and experience. Unless explicitly approved, outside resources – including Artificial Intelligence (AI) tools – are not permitted during assessments or interviews. Use of unauthorized resources will disqualify a candidate from further consideration.

Contact Information
Recruiter: Melissa Perez, SPHR
Email: melissa.m.perez@oha.oregon.gov
Phone (text friendly): 503-949-3078

Accommodation Requests (ADA): OHA provides reasonable accommodations under the ADA, which may include alternative formats of materials or language support. If you need an accommodation to apply for this position or participate in the selection process, please contact the recruiter listed above.

Helpful Links & Resources

How to Set Job Alerts | Workday Applicant FAQ | Oregon Health Authority | Facebook | Instagram | LinkedIn | Veterans Resources | What You Need to Know to Get the Job

The Oregon Health Authority is an affirmative action and equal opportunity employer, committed to fair employment practices and pay equity for all employees. We do not discriminate based on protected class – including race, sex, veteran status, disability, age, color, religion, national origin, marital status, or sexual orientation – and does not screen applicants based on current or past compensation. Salary is determined through a fair review of your education, experience, and training as it relates to the position.

OHA is an anti-racist organization working to eliminate health inequities and dismantle structural barriers that impact underserved communities. Join us in advancing our Strategic Plan and building a more equitable Oregon.