Divisional Administrative Specialist (Administrative Specialist 2)

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

Benefits offered by this job

Paid vacation and sick leave

AFSCME represented position

Health, vision, dental and life INS.

Retirement through PERS

Job summary

OSFM in Salem, Oregon, is recruiting a Divisional Administrative Assistant (Administrative Specialist 2) to provide comprehensive administrative and technical support to the Regulatory Services Division. You will assist the Division Chief and staff with projects, monitoring program operations, preparing reports, and onboarding activities.

The role requires strong organization, the ability to interpret laws and policies, maintain records, and coordinate meetings, travel, and communications with

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.
• 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.
• An equivalent combination of education and experience.

Responsibilities

• Provide comprehensive administrative and technical support to the Regulatory Services Division of the Oregon State Fire Marshal.
• Assist the Division Chief and division staff with projects, monitoring program operations, preparing reports, and assisting with strategic planning initiatives.
• Interpret laws, rules, and policies; maintain division systems and records; draft professional communications; and coordinate meetings, travel, and onboarding activities.
• Liaise with stakeholders, handling inquiries from industry members, fire service personnel, law enforcement, and the public while representing division programs in meetings and work groups.

Skills

Administrative support

Report preparation

Education

Associate degree in General Office Occupations

Job description

At the Oregon State Fire Marshal (OSFM), our mission is simple yet crucial: to protect people, property, and the environment from fire and hazardous materials. Guided by a set of unwavering values, we strive to uphold integrity, dedication, leadership, partnership, and service to others in all we do.

The OSFM actively supports a workforce representative of the communities we serve. We embrace diversity, practice inclusive excellence, and strive for equity and belonging to maintain a workplace where everyone is treated with respect and dignity. We value all lived experiences and welcome members of historically underrepresented racial/ethnic groups, LGBTQIA2S+, women, individuals with disabilities, veterans, and others to apply.

The OSFM is recruiting for a Divisional Administrative Assistant (Administrative Specialist 2) position. The Divisional Administrative Assistant provides comprehensive administrative and technical support to the Regulatory Services Division of the Oregon State Fire Marshal. In this role, you will support the Division Chief and division staff by assisting with projects, monitoring program operations, preparing reports, and assisting with strategic planning initiatives. You will interpret laws, rules, and policies; maintain division systems and records; draft professional communications; and coordinate meetings, travel, and onboarding activities. This position also serves as a liaison to stakeholders, handling inquiries from industry members, fire service personnel, law enforcement, and the public while representing division programs in meetings and work groups.

The ideal candidate thrives in a fast‑paced environment, demonstrates strong organization and self‑leadership skills, and can work both independently and collaboratively. You will analyze workflows, recommend operational improvements, maintain program databases and files, and assist with legislative matters and compliance issues. The role also provides essential backup coverage for other administrative staff to ensure continuity of operations across the division.

Become a part of the OSFM team and together, let’s continue working towards a safer, more resilient Oregon for everyone!

Salary Range: $4,308 - $5,984.

Position Details

• This is a full‑time, permanent position and is represented by the American Federation of State, County, and Municipal Employees (AFSCME) union.
• This position is based at our Salem office in Oregon.
• In office presence is required with potential for teleworking as business needs allow.
• The salary listed is the non‑PERS qualifying salary range. When the successful candidate is PERS qualifying, the salary range will reflect the additional 6.95%.

Minimum Qualifications

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

An associate degree in general office occupations and two years ofsecretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, andadministrative data collection and analysis; OR

An equivalent combination of education and experience.

Special Qualifications

Requires a valid drivers’ license with an acceptable driving record.

Desired Attributes

• Experience and ability providing professional administrative support for a member of an executive management team and for colleagues within the business unit.
• Has strong self‑leadership and self‑initiative skills, can prioritize tasks, work independently, and meet deadlines.
• Experience and ability writing technical and professional documents such as, letters or emails to executives, boards, commissions, stakeholders, and other government entities; and reports or summaries of findings from studies or data sets.
• Ability to understand, apply and explain technical information such as laws, rules, and policies to a variety of individuals with different backgrounds.
• Experience and ability to develop and implement policies, procedures, and processes to administer business functions and improve operations.
• Has strong organizational skills and experience maintaining files, documents, systems, and supporting projects with organization and planning.

Benefits of Joining Our Team

• Work/life balance; paid vacation, sick leave, 11 holidays, 24 hours of personal business leave, and a floating day off each year.
• Medical, vision, dental (with most only 1%-5% employee share), and life insurance as well as additional optional benefits.
• Retirement programs through the Public Employees Retirement System (PERS) and optional deferred compensation programs through the Oregon Savings Growth Plan. Student loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). Abundant advancement opportunities within the agency and throughout State of Oregon government that carry your seniority and benefits with you.
• Opportunities to expand your technical and professional skills.
• Meaningful work with others who are passionate about public service.
• Make a difference in the lives of Oregonians.

Additional Information

• Criminal Records Check - Employment in any position with the OSFM for all prospective employees is contingent on passing a criminal background and fingerprinting check. Circumstances of any criminal conviction will be reviewed to determine eligibility for the position under recruitment.
• This recruitment will be used to establish a list of qualified applicants to fill the current vacancy and may be used to fill future vacancies as they occur.

Helpful Links & Resources

• Oregon Job Opportunities Webpage
• How to Set Job Alerts
• Workday Applicant FAQ
• What You Need to Know to Get the Job
• Pay Equity Information & Resources

The OSFM does not offer visa sponsorship. Within three days of hire, applicants will be required to complete I-9 documentation and confirm authorization to work in the United States. The OSFM is an E-Verify employer.

The OSFM is an Equal Opportunity, ...