Administrative Specialist 2 - Medford - Limited Duration

State of Oregon•Central Point, OR

About The Position

Welcome to the Oregon Department of Forestry 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. Our Mission – To protect and promote resilient forests that benefit all Oregonians. The Benefits of Joining Our Team Work/life balance, 11 paid holidays a year, flexible work schedules, competitive benefits packages and so much more. Great Benefits Package - watch this video here You’ll be part of the ODF team that serves our fellow Oregonians relying on regulation and protection of both public and private forest land in our great state of Oregon! Click here. What we are looking for: 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. This position requires the ability to closely coordinate with other staff to provide guidance needed to meet their responsibility to respective departmental objectives, agency missions and legal mandates. The individual in the position should be able to implement Federal, State, Department and District policies, laws and procedures and incorporate the information into daily working situations. Summary of Fire Finance Administration Duties 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. Office Administrative Support 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.

Requirements

Three 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 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.
Note: Driver’s License Check - This position requires the operation of a state vehicle for the purpose of conducting official State business. If your license is from outside Oregon, you must submit at least a three-year court/DMV printout. If you have an Oregon driver’s license, a record check will be conducted on the top candidate to ensure a valid license and acceptable driving record.

Nice To Haves

Requires proficient use of personal computer and ability to learn and use multiple software programs.
Supports incident operations by coordinating with dispatch, fire personnel, and partner agencies.
Provides logistical support during fire emergencies, including feeding, lodging, and resource coordination.
Reviews and processes fire invoices with accuracy and attention to detail.
Ensures correct coding, documentation, retention, and audit readiness for fire suppression cost records.
Ability to train support staff and emergency hires on administrative and fiscal processes.
Assists with updating office procedures, mobilization plans, directories, and incident resource agreements.
Troubleshoots billing, resource, and documentation issues during and after incidents.
Coordinates multiple priorities in a fast‑paced emergency response environment.

Responsibilities

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.