Administrative Specialist 2 - Medford - Limited Duration

State of Oregon; Salem (OR); On-site; USD 48,000 - 67,000; Full time

Benefits offered by this job

11 paid holidays a year

Flexible work schedules

Competitive benefits package

Job summary

The Oregon Department of Forestry is seeking an Administrative Specialist 2 for the Southwest Oregon District, Central Point Unit, in a limited duration role anticipated to last through mid-2027. Primary duties include administrative support, audits, timekeeping, and fiscal coding to support fire finance operations.

You will coordinate with district staff, ensure policy compliance, manage records, and assist with training and mobilization plans.

Qualifications

• Three years of secretarial or administrative support experience with office procedure coordination.
• Associate degree in general office occupations and two years of related experience, or equivalent combination.

Responsibilities

• Administrative support, audits, fire finance billing, and timekeeping tasks.
• Coordinate with staff to meet departmental objectives and policies.
• Manage program records, retention, and destruction; respond to inquiries.
• Train staff on fiscal procedures and assist with mobilization plans.

Skills

Administrative support

Audits & billing

Timekeeping

Coordination

Policy compliance

Education

Associate degree in general office occupations

Tools

e-iSuite

IROC

Spreadsheets

Job description

Position Title

Administrative Specialist 2 - Medford - Limited Duration

Initial Posting Date

10/09/2026

Application Deadline

10/15/2026

Agency

Forestry Department

Salary Range

$4,312 - $5,988

Position Type

Employee

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 check will 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… 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.