Administrative Specialist 2 - Medford - Limited Duration

State of Oregon•Central Point, OR

17h•Onsite

About The Position

This position is a limited duration, anticipated to last until 06/2027, with the possibility of extension or reduction based on business needs. The Oregon Department of Forestry (ODF) is seeking an Administrative Specialist 2 to provide administrative support for the Southwest Oregon District, Central Point Unit. The role involves assisting the District Business Manager (DBM) with audits, fire finance billing, timekeeping, and reviewing fiscal & payroll coding. The position requires close coordination with other staff to ensure departmental objectives, agency missions, and legal mandates are met, and involves implementing Federal, State, Department, and District policies, laws, and procedures into daily work.

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.
Must possess a valid driver's license.
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.
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.
Accurate fiscal and records management.
Training and support capabilities.
Multitasking in a fast-paced environment.

Nice To Haves

Internal candidates may be considered as a job rotation with their current manager's approval.
Experience with e‑iSuite and IROC.
Experience with IRA, VIPR, and AD personnel agreements and contracts.

Responsibilities

Serve as the administrative point of contact for fire-related questions and coordinate with ODF SWO Dispatch.
Support fire season preparation, including organizing and assisting with trainings.
Review and audit incoming fire invoices, ensuring accurate coding and documentation for Emergency Fire Cost Claims.
Troubleshoot resource and billing issues during and after fire incidents.
Manage the technical and administrative work needed to track, monitor, and prepare fire suppression cost payments.
Ensure accurate recording, scanning, and retention of all fire documentation; assist with audits and reconciliations.
Use systems such as e‑iSuite and IROC to manage data and support operations.
Train support staff and emergency hires; help update mobilization plans, directories, and incident resource agreements.
Apply rules and regulations in handling agreements and contracts with state, federal, and contractor partners, including IRA, VIPR, and AD personnel.
Support fire emergencies by coordinating logistics for fire personnel, including feeding, sleeping arrangements, and record keeping.
Maintain, update, and manage program records, including retention and destruction.
Respond to public forestry-related inquiries.
Recommend and update office procedures; provide backup to other office staff.
Assist and train Unit personnel on proper fiscal accountability for fire suppression.
Manage multi-line phone system and direct incoming calls.
Create, update, and organize spreadsheets and digital filing systems.
Perform other duties as assigned by the District Business Manager.
Promote EEO, AA, diversity, and an inclusive, professional workplace.
Participate 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.