Licensing Representative (Public Service Representative 3)
Board of Pharmacy - Portland, OR

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The mission of the Board of Pharmacy is to promote, preserve, and protect the public health, safety and welfare of Oregonians by establishing high standards in the practice of pharmacy and by regulating the quality and distribution of drugs in Oregon.

The recruitment will be used to establish a list of qualified candidates to fill one full time, permanent position (BOP14-1) with the Oregon Board of Pharmacy. The hours for this position will be 8:00a.m. - 4:30p.m., Monday-Friday. The closing date/time may be extended without notice.

Employees of the Oregon Board of Pharmacy are required to meet the highest standards of professional conduct and ethics while on the job, and also to maintain those same high standards when taking actions in their personal lives that could reflect on the agency.

The Oregon Board of Pharmacy is an equal opportunity, affirmative action employer committed to a diverse work force. We respect, reflect and respond to the diverse people we serve.

If you are hired, you will be subject to a criminal records check, which requires fingerprints (FBI & LEDS Check). Any history of criminal activity will be reviewed and could result in the withdrawal of the offer or termination of employment.
This is a classified service position and is represented by Service Employees International Union (SEIU).

NOTE: The salary listed on this notice is a range of 9 steps. The Board typically hires between steps 2 - 4 ($2387-$2584) depending on qualifications.

Duties & Responsibilities:

The primary purpose of this position is to issue and renew over 24,000 licenses and registrations in 28 different categories, and perform licensing duties in coordination with the licensing team. The purpose of this position is also to ensure that licensing laws, rules, policies and procedures are performed in line with the Board’s mission.

Working Conditions:
This individual spends significant periods of time answering questions from licensees, registrants, and the general public in person, via telephone or email.

The person in this position is required to perform duties in a fast paced open, noisy office environment. This individual will at times interact with consumers or licensees that telephone or come to the Board office that might be angry or upset.

On-going working conditions require repetitive use of hands and fingers (e.g., use of a computer keyboard). Will require lifting and carrying materials up to 50 lbs., including boxes, equipment, and stooping or kneeling, twisting (e.g., to pick up items from the floor, to remove and replace items on lower shelves, and to file documents in lower file drawers). Sitting for long periods of time (4-8 hours) are necessary.

Work may be physically demanding at times and may require a relatively high level of physical endurance.

This position requires friendly, active, energetic and highly motivated employees who can work independently, but also work well in a team setting.

This position requires working with highly sensitive and confidential information. Maintaining confidentiality is essential; trustworthiness and honesty are absolutely necessary.

Duties include:

Responsible for knowing and understanding current laws and rules related to all licensing categories for applications, requirements and fees pursuant to ORS 689 and OAR Chapter 855.

Review license and registration applications for completeness and compliance with pharmacy laws and rules, policies and procedures, approve or disapprove for licensure or registration using established guidelines. Issue licenses, print and review for accuracy. Prepare materials for annual license and registration renewal notices for the Board’s licensees and registrants (individuals and facilities) according to the agency’s renewal schedule. Coordinate the efficient flow of documents to ensure a smooth flow of services. Includes processing of online license renewals and payments.

Communicate on a regular basis in person, by telephone, and in writing with general public, private agencies, all levels of agency staff, and with all levels of staff in other State and local government agencies for the purpose of providing or requesting licensing information, responding to questions and complaints, resolving problems, and recommends an appropriate course of action in accordance with laws and rules or Agency policies and procedures. Explain and clarifies rules, processes, procedures and general information about licensing program by telephone, in person and by written correspondence. Must use judgment regarding licensee’s individual situation to advise proper licensing procedures. Advise customers of other sources of action(s) that must be pursued to be in full compliance for licensing and license renewal procedures.

Coordinate reciprocal licensure from other states and foreign pharmacy graduates, verify licenses as required. If applicable, verify exam and school credentials through the National Association of Boards of Pharmacy, colleges and schools of pharmacy, etc. for each pharmacist applicant. If applicable, verify National Certified Pharmacy Technician certification through either the National Healthcare Association or the Pharmacy Technician Certification Board for each Certified Oregon Pharmacy Technician applicant. If applicable, verify appropriate bonding or VAWD certification for wholesaler applicants. If applicable, licensure verification for out of state applicants.

Record accounts receivable into database, and prepare daily reconciliation of records relating to licensing transactions. Provide daily accounting reconciliation reports to Office Manager for daily verification and processing. Assign and continually monitor licensure/registration numbers for new licensees and registrants in the licensure and registration categories. Print wall certificates and verify their accuracy prior to mailing. Insure the accuracy and timeliness of updates to the database and hard copy records for licensees and registrants. Review applications signatures, correct fees, and required documentation. Review renewal applications annually for completeness, correctness, and eligibility of licensees and registrants. Insure that no license or registration is issued without proper receipt of fees and all required materials. Notify delinquent licensees of late fees due by keeping accurate records. Upon expiration, lapse licenses in the database to maintain accurate license verification information on the agency’s websites of all delinquencies so that letters can be mailed. Make copies of letters, and track to completion. Follow established procedures for lapsing licensees and registrants for non-renewal.

Insure the timely filing of documents after license/renewal issuance, name changes, changes of address, etc. Routinely prepare a list of licenses and registrations issued to date to submit to the Board for ratification at each Board meeting. Prepare statistical reports on licenses and registrations for Board meetings and office staff as needed. Recommend development of new/improved procedures for licensing records processing. Assess needs and problems of licensing program and prepare recommendations regarding changes to policies and procedures.

Conduct CE/LEDS audit of selected licensees annually after renewal cycle.

Participate in cross-training among the various license types for an understanding of each license, in order to be able to respond to inquiries regarding all areas of licensure and be able to process license applications in the absence of another licensing team member. There are two identified categories of licenses / registrations:
1. Individuals
2. Facilities

Initiate, monitor and coordinate licensing supply orders and forms. Draft forms necessary to collect data for the Oregon Board of Pharmacy. Recommend and implement changes of routine license or registration application forms, form letters and notifications.

Create and generate mailing lists and license verifications, for purchase, upon request. Generate reports for management and Board as needed.

Assignment of license types to be determined by supervisor and subject to change. Maintain desk manual as duties adjust. Review with supervisor annually.

Provide backup to the receptionist. Includes answering incoming calls and greeting public at front counter. If necessary, also includes daily mail retrieval, distribution and processing and daily deposit processing. Count and verify daily deposit prior to submission of deposit to bank. Run tape to verify deposit total, initial and provide tape to check processor for verification.

Provide backup to the Background Check Specialist per agency Policy AD-007 on Criminal Records Checks. Enter data into database and process fingerprint cards daily. Send to OSP via secure shuttle. If necessary, retrieve background check results and process applications

The employee in this position is expected to perform position duties in a manner which promotes professionalism, customer service and excellent working relationships, including treating all persons courteously and respectfully; engage in effective team participation through willingness to assist and support co-workers, supervisors, and other work-related persons and organizations; develop good working relationships with agency staff and supervisors through active participation in group projects and in identifying and resolving problems in a constructive, collaborative manner; demonstrate openness to constructive feedback and suggestions, in an effort to strengthen work performance, and contribute to a positive, respectful and productive work atmosphere.

Qualifications, Required & Requested Skills:

MINIMUM QUALIFICATIONS
  • Two years of experience in customer service.
    • One year of which must have included explanation of rules, regulations and policies and responsibility for dealing with unique or unusual situations
Desired Attrubutes:
  • Experience with licensing databases.
  • Experience performing office duties/tasks in a work environment.
  • Experience providing customer service both in person and over the phone. Experience dealing with upset or hostile customers.
  • Excellent written skills, including clear and concise content, correct spelling, grammar and ability to proofread work.
  • Experience clarifying Administrative Rules, processes and procedures to licensees or members of the general public.
  • E xperience using multi-line phones.
  • P roficiency with Microsoft Office Appl ications.
  • Experience in handling multiple task/assignments/duties.
  • Experience processing payments.

Only the candidates whose experience most closely match the qualifications and desired attributes and requested skills of this position will be invited to an interview.

Additional Information:

Important Notice

To improve communication with all applicants, the state of Oregon requires an email address on all applications.

If you do not currently have an email address and do not know where to go to get one please refer to the Applicant Frequently Asked Questions web page , scroll to the How to Apply for a Job section, question #14 to view several links to internet providers where you can get a free email account. The state of Oregon does not endorse any particular provider.

To insure clear communication, please unfilter emails from neogov.com and governmentjobs.com.

Only complete applications will be considered. Your answers to the supplemental questions must be reflected in the work experience section of your application. Be sure to answer all supplemental questions. Responses to the supplemental questions will determine if you meet the minimum qualifications, any special qualifications and/or desired attributes and requested skills for the position. Do not submit a resume in place of completing the Supplemental Questionnaire or the Work Experience section of the application.

The selection process will consist of a review of the material provided and an evaluation of experience and training. Qualified applicants whose responses most closely match the requirements for this position will be invited to interview.

The successful candidate for this position will be subject to a Criminal Records Check.

Please note: The employee in this position will be represented by the Service Employees International Union (SEIU) and will be subject to all terms and conditions of the collective bargaining agreement. Pay and benefits on all job announcements may change without further notice. The trial service period for this position is six months.

If you are an eligible veteran and you meet the minimum qualifications, veterans’ preference points will be added to your score. To receive veterans’ preference points you MUST attach to your electronic application the following required documentation:
  • A copy of your DD214/DD215 form; OR A letter from the US Dept. of Veteran's Affairs indicating you receive a non-service connected pension for the five (5) point preference.
  • A copy of your DD214/DD215 form; AND A copy of your veterans' disability preference letter from the Dept. of Veterans' Affairs for the ten (10) point preference.
For more information on veterans’ preference points click here, or visit www.oregonjobs.org , and select veterans’ preference.

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