CLACKAMAS COUNTY

CLASSIFICATION NO. 512 
Established: 9/2009  
FLSA: Non-Exempt  
EEO: 6  

MEDICAL EXAMINER’S ADMINISTRATIVE SPECIALIST

CLASS CHARACTERISTICS

Under direction, to provide administrative and clerical support; to process and maintain various medical, legal and related records, documents and files; to coordinate assigned Medical Examiner administrative functions; to explain department policies, procedures and functions to law enforcement, government and public agencies, healthcare professionals and the public; and to do other work as required.

DISTINGUISHING CHARACTERISTICS

The Medical Examiner’s Office within the Department of Emergency Management investigates and certifies the cause and manner of deaths occurring under violent, questionable or unexplained circumstances in cooperation with the District Attorney's Office, law enforcement agencies and private organizations.  The Medical Examiner’s Office is subject to the review and direction of the State Medical Examiner. 

The Medical Examiner’s Administrative Specialist provides administrative and clerical services for the Clackamas County Medical Examiner’s Office. Incumbents work at an advanced level with limited supervision, dealing with complex problems of a legal nature and are exposed to intense contact with grieving family members. Incumbents have considerable contact with State and local government and the public to provide technical information regarding death investigations, policies and procedures.  

The Medical Examiner’s Administrative Specialist differs from the Office Specialist 2 which performs moderately difficult clerical duties and may have responsibility for a major clerical function, but is not consistently involved in situations of a highly emotional or sensitive nature. 

TYPICAL TASKS

Duties may include but are not limited to the following:

  1. Serves as primary point of contact for vendors, decedents’ families, service providers and the public concerning matters of an intimate and sensitive nature and of serious consequence; provides direct advocacy and/or crisis intervention to next-of-kin, often under adverse and traumatic conditions; secures and oversees disposition of personal property in accordance with state statutes which include return of decedents’ personal effects to lawful recipients including the Oregon Department of State Lands.
  2. Processes and maintains official, legal, medical and other documents of a sensitive or controversial nature; reviews Medical Examiner records and documents for accuracy and statutory compliance; processes documents according to strict procedural and mandated timelines.
  3. Analyzes Medical Examiner records for completeness, accuracy and compliance with State of Oregon statutes; follows up with Deputy Medical Examiners, Deputy State Medical Examiners, law enforcement agencies, hospitals, healthcare professionals and public/private agencies to obtain missing documentation; completes information and/or obtains required signatures; coordinates mandatory reporting of Child Fatality reviews by the Clackamas County Multi-Disciplinary Team for State reporting requirements.
  4. Processes complex requests for Medical Examiner information including subpoenas; reviews subpoenas and other Medical Examiner requests for validity, completeness and strict compliance with State and Federal laws regarding confidentiality; determines appropriate Medical Examiner records and documents to be released based on applicable laws, rules and regulations; maintains documentation of information released; prepares letters or forms at the request of Deputy Medical Examiners or the State Medical Examiner; requests reports, records and documentation from law enforcement agencies, hospitals, healthcare professionals, public/private agencies and maintains documentation of records received; answer questions about confidentiality, documentation standards and release of Medical Examiner information.
  5. Establishes, compiles and maintains Medical Examiner records and documentation to ensure appropriate delivery; maintains Medical Examiner reporting system; identifies and resolves concerns regarding efficiency and accuracy of system; audits, repairs and purges Medical Examiner records in accordance with statutory guidelines.
  6. Provides administrative support to Medical Examiner’s Office staff; prepares, schedules and distributes the monthly on-duty calendar; dispatches the on-duty Deputy Medical Examiner as required; documents death notifications; may authorize the release of decedents as needed. 
  7. Assists in developing policies and procedures to improve quality, content and security of Medical Examiner records and documentation within Clackamas County; maintains Medical Examiner records procedure and policy manuals; implements procedural changes as needed.
  8. Provides education and training to new or existing staff on completing and retrieving Medical Examiner records to ensure statutory compliance; resolves technical or procedural problems and issues with records retrieval. 
  9. Responsible for data management and reporting; runs reports and provides required data to Deputy Medical Examiners, State and County agencies, law enforcement agencies, hospitals, healthcare professionals and the public.

REQUIRED KNOWLEDGE AND SKILLS

Thorough knowledge of: Local, state and federal laws, rules and regulations applicable to the Medical Examiner’s Office; Medical Examiner processes, procedures and policies; functions and responsibilities of the Medical Examiner;  general office practices and procedures.

Working knowledge of: Death investigation processes and procedures; medical and legal terminology; English composition, spelling, punctuation and grammar; office equipment, including personal computers and software programs; arithmetic public relations techniques and concepts.

Skill to: Interpret and apply laws, regulations, ordinances and department policies and procedures related to the Medical Examiner’s Office; accurately maintain and prepare records and reports; accurately record and compile facts and descriptive information; communicate effectively, both orally and in writing with people in distress or under adverse conditions; operate office equipment and computer terminal; accurately type and file reports; establish and maintain effective working relationships with the public, law enforcement, government agencies, healthcare professionals, funeral homes, department personnel and other agencies; ability to work independently, prioritize work and be flexible to meet changing priorities. 

WORKING CONDITIONS

Duties may include frequent contact with individuals who are emotionally distressed.

OTHER REQUIREMENTS

Must successfully pass an extensive background investigation including national fingerprint records check.

Must pass a pre-employment drug test.

Driving may be necessary for County business.  For position(s) with occasional/incidental driving, incumbents must possess a valid driver's license.  Accommodation requests for an acceptable alternative method of transportation will be reviewed on an individual basis in compliance with State and Federal legislation.  For position(s) with regular driving, incumbent(s) must also possess and maintain an acceptable driving record throughout the course of employment.

MINIMUM RECRUITING STANDARDS

Any satisfactory combination of experience and training that demonstrates possession of the required knowledge and skills.