Administrative Specialist 2 - Medford - Limited Duration

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This position is a limited duration anticipated to last till 06/2027. It may be extended or decreased due to business need. Internal candidates may be considered as a job rotation with their current manager's approval.

ODF is looking for an Administrative Specialist 2 to provide administrative support by performing the duties in this job description for Southwest Oregon District, Central Point Unit. This includes

• Assisting the District Business Manager (DBM) by performing audits, fire finance billing, timekeeping tasks, review fiscal & payroll coding.
• Ability to closely coordinate with other staff to provide guidance needed to meet their responsibility to respective departmental objectives, agency missions and legal mandates.
• Able to implement Federal, State, Department and District policies, laws and procedures and incorporate the information into daily working situations. 

• Serves as the administrative point of contact for fire-related questions and coordinates with ODF SWO Dispatch.
• Supports fire season preparation, including organizing and assisting with trainings.
• Reviews and audits incoming fire invoices, ensuring accurate coding and documentation for Emergency Fire Cost Claims.
• Troubleshoots resource and billing issues during and after fire incidents.
• Manages the technical and administrative work needed to track, monitor, and prepare fire suppression cost payments.
• Ensures accurate recording, scanning, and retention of all fire documentation; assists with audits and reconciliations.
• Uses systems such as e‑iSuite and IROC to manage data and support operations.
• Trains support staff and emergency hires; helps update mobilization plans, directories, and incident resource agreements.
• Applies rules and regulations in handling agreements and contracts with state, federal, and contractor partners, including IRA, VIPR, and AD personnel.

• Supports fire emergencies by coordinating logistics for fire personnel, including feeding, sleeping arrangements, and record keeping.
• Maintains, updates, and manages program records, including retention and destruction.
• Responds to public forestry-related inquiries.
• Recommends and updates office procedures; provides backup to other office staff.
• Assists and trains Unit personnel on proper fiscal accountability for fire suppression.
• Manages multi-line phone system and directs incoming calls.
• Creates, updates, and organizes spreadsheets and digital filing systems.
• Performs other duties as assigned by the District Business Manager.
• Promotes EEO, AA, diversity, and an inclusive, professional workplace.
• Participates in workforce planning, needs assessments, and individual learning plans.
• May be reassigned during fire emergencies to support critical operations in the field, Unit, District, or Salem headquarters.

Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis;

An equivalent combination of education and experience.

• Proficient computer and software skills
  Ability to effectively use personal computers, learn new systems quickly, and navigate multiple software programs
• Strong coordination and communication abilities
  Supports incident operations by working closely with dispatch, fire personnel, and partner agencies to ensure smooth operations
• Accurate fiscal and records management
  Reviews and processes fire invoices; ensures correct coding, documentation, retention, and audit‑ready records.
• Training and support capabilities
  Able to train support staff and emergency hires on administrative and fiscal procedures.
• Multitasking in a fast‑paced environment
  Manages multiple priorities, troubleshoot issues, and maintains efficiency during emergency response operations.

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• If you are a current State of Oregon employee please submit your current Managers approval for Job rotation.
• Cover letter and resume are both required - Failure to submit the required cover letter or resume will remove your application from consideration. Your resume and cover letter may be uploaded in the Resume/CV field on the online application.
• Current State of Oregon employees – You must apply through your employee Workday account.
• Please ensure the work history in your applicant profile is up to date.
• The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an educational institution during the application process.
• Your submitted experience fields or attached resume must include dates (MM/YYYY) for each employer.

Per the Pay Equity Law passed in 2017, a pay equity analysis for starting salary will be conducted to determine what pay step the successful candidate will be offered. The analysis will be based on the submitted materials and the time of application.  No other documents will be accepted after submission of application. Please include any relevant information and materials if you wish to be compensated accordingly.

• This recruitment may be used to fill future vacancies as they occur. This position is represented by the Service Employees International Union (SEIU).
• For questions about this position, please contact Hiring Manager: Shelley Polacek, shelley.k.polacek@odf.oregon.gov 
• The Oregon Department of Forestry 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. ODF will use E-Verify to confirm that you are authorized to work in the United States.
• Veterans - Eligible veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. After you have applied you will be sent a task in your Workday account to provide your veteran documentation at that time. For further information, please see the following website: Veterans Resources.
• If you have questions about the job announcement, or need an alternate format to apply, please contact chris.l.fisher@odf.oregon.gov

ODF is an Equal Employment Opportunity and Affirmative Action Employer. We do not discriminate based on race, religion, color, sex, age, national origin, disability, sexual orientation, or any other class protected by state or federal laws in admission or access to our programs, services, activities, hiring, and employment practices.