Administrative Specialist - Medford - Limited

Initial Posting Date: 10/09/2026 Final date to receive applications: 10/15/2026 Agency:
Forestry Department Salary Range: $4,312 - $5,988 Position Type:
Employee

Position Title:

Administrative Specialist 2 - Medford
- Limited Duration

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.

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.

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.

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.

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…