Administrative Specialist 2 - Medford - Limited Duration

State of Oregon; Oregon; On-site; USD 48,000 - 67,000; Full time

Benefits offered by this job

11 paid holidays

Flexible work schedule

Great benefits

Job summary

The Oregon Department of Forestry in Medford is seeking an Administrative Specialist 2 for a limited duration through mid-2027. This role provides essential administrative support for the Southwest Oregon District, Central Point Unit, including audits, timekeeping, payroll coding, and policy implementation.

You will coordinate with staff, manage records and invoices, train personnel, handle communications, and assist with fire finance administration while promoting a diverse and inclusive

Qualifications

• Three years of secretarial or administrative support experience coordinating office procedures.
• An associate degree in general office occupations plus two years of experience in secretarial/administrative support.
• Equivalent combination of education and experience acceptable.

Responsibilities

• Serves as administrative point of contact for fire-related questions and coordinates with SWO Dispatch.
• Supports fire season preparation and training activities.
• Reviews and audits fire invoices with correct coding and documentation.
• Trains support staff and emergency hires; updates mobilization plans.
• Maintains program records and responds to public forestry inquiries.
• Manages multi-line phone system and digital filing systems.

Skills

Proficient computer skills

Strong coordination and communication

Accurate fiscal and records management

Training and support capabilities

Multitasking in fast-paced environment

Education

Associate degree in general office occupations

Equivalent combination of education and experience

Tools

e-iSuite

IROC

Job description

Initial Posting Date:

10/09/2026

Application Deadline:

10/15/2026

Agency:

Forestry Department

Salary Range:

$4,312 - $5,988

Position Type:

Employee

Position Title:

Administrative Specialist 2 - Medford - Limited Duration

Job Description:

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.
• 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.

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.

Minimum Qualifications:

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 checkwill be conducted on the top candidate to ensure a valid license and acceptable driving record.

Desired Skills:

• 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.

Salary Determination:

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.

Additional Details:

• 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, [e-mail]
• 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 [e-mail]

_ ODF is an Equal Employment Opportunity and Aff ... _