Executive Admin Specialist – Regulatory Services Division

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

Benefits offered by this job

Paid vacation & sick leave

Medical, vision, dental insurance

PERS retirement plan

Job summary

State of Oregon, through the Oregon State Fire Marshal, is seeking a Divisional Administrative Specialist to provide comprehensive support to the Regulatory Services Division. You will assist the Division Chief and staff by coordinating projects, preparing reports, and maintaining division records.

The role requires strong organizational skills, independent work style, and the ability to handle inquiries from diverse stakeholders.

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.

Responsibilities

• Provide comprehensive administrative support to the Division Chief and division staff; assist with projects and monitoring program operations.
• Maintain division systems and records; draft professional communications and coordinate meetings, travel, and onboarding activities.
• Serve as a liaison to stakeholders, handling inquiries from industry members, fire service personnel, law enforcement, and the public; represent division programs in meetings and work groups.
• Analyze workflows and recommend operational improvements; maintain program databases and files; assist with legislative matters and compliance issues.

Skills

Administrative support

Report writing

Policy interpretation

Planning & organization

Education

Associate degree in general office occupations

Job description

State of Oregon, through the Oregon State Fire Marshal, is seeking a Divisional Administrative Specialist to provide comprehensive support to the Regulatory Services Division. You will assist the Division Chief and staff by coordinating projects, preparing reports, and maintaining division records.

The role requires strong organizational skills, independent work style, and the ability to handle inquiries from diverse stakeholders.