Office Specialist 2

Initial Posting Date:

03/19/2026

Application Deadline:

03/25/2026

Agency:

Forestry Department

Salary Range:

$3,515 - $4,738

Position Type:

Employee

Position Title:

Office Specialist 2

Job Description:

Welcome to the Oregon Department of Forestry

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:

The purpose of this position is to provide administrative support by performing the duties in this job description to the Grants Pass and district staff for all programs. Serves as the office receptionist.

ACCOUNTS PAYABLE

• Initiate, prepare and process AFP/PO/CRO for general account payables. Assists with auditing, determining appropriate expenditures costs and payment of fire related AFP/PO/CRO’s.
• Works with vendors and contractors to rectify and resolve issues regarding payments or invoices, reconstructs account transactions, payments, adjustments and enters corrections.
• Resolve accounts payable problems with vendors and staff. 
• Oversees and ensures SPOTS uploads to ODF.net are completed timely and accurately.
• Monitors utilities and recurring accounts payable for expense trends.
• Additionally, reviews accounts payable coding for relevance and accuracy.
• Instructs vendors to register with OregonBuys to help ensure accurate and timely payments.

FOREST PRACTICES

• Provides administrative support for FERNS, PDMs and Private Forest practices as listed below:
• Assists the Public on completion of E-notifications. Reviews E-notifications and applications for completeness and accuracy. Is responsible for completing mailings of notifications to required parties.
• Monitors E-notification system to determine needs.
• Performs the administrative functions of the FERNS program.
• Assists public with forestry rules and laws as needed.
• Assists in using district maps and helps determine legal descriptions of specific points of interest.

PAYROLL

• As back up to the Unit AS1, gather and summarize employee timesheets and enter payroll data into OSPS.
• Receive and review for completeness and correctness payroll forms, time sheets and shift tickets from employees.
• Apply and adhere to DAS and department policy and union contract regarding payroll topics.
• Provide instruction and explanation of rules and guidelines to others.

OFFICE ADMINISTRATION & SUPPORT

• Provides general reception for Unit front office through duties listed in this section:
• Opens (0800) and closes (1700) the Unit office during the weekdays. Daily, sorts, date stamps and distributes incoming mail according to addresses and general knowledge of the unit and district personnel. Daily prepares outgoing mail according to addresses and general knowledge of the agency in a timely manner.
• Proofreads, edits and types a variety of reports, forms and correspondence as directed by the District Business Manager (DBM) and District Forester (DF). Retrieves, routes, creates and sends electronic mail messages via the computer system. Updates the general bulletin board, the directives and other general use manuals and the general filing system. Receives monies for sales of district maps.
• Greets general public. Provides assistance and general information to public. Receive and forwards incoming calls on a multi-line system. Takes messages or send to appropriate voicemail for the unit and district personnel. Updates general unit voice mail greeting depending on season, fire restrictions and Industrial Fire Precaution Levels (IFPL).
• Inventories and orders all office supplies. Coordinates District business card orders, name tag orders and logo apparel orders in conjunction with the AS1 position.
• Receives, verifies for accuracy and enters vehicle logs into computer monthly.
• Coordinates record retention maintenance to include maintaining storage spreadsheet, numbering system and record destruction on destroy by dates.
• Develop and recommend revisions to office procedures for position as needed. Provides back up to other office staff as needed and may be asked to take deposits to the bank (may require travel).
• Keeps track and coordinates conference rooms usage and meeting logistics including coordinating and hosting Zoom related meetings.

Minimum Qualifications:

Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents; OR

An associate degree in any field; 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:

​

How to Apply:

• Please ensure the work history in your applicant profile is up to date.
• Current State of Oregon employees – You must apply through your employee Workday account.
• Cover letter and resume are both required - Failure to submit the required cover letter or resume will remove your application from consideration.
• Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.
• The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an educational institution during the application process. 
• Per the Pay Equity Law passed in 2017, a pay equity analysis will be conducted to determine what pay step the successful candidate will be offered. The analysis will be based on the relevant experience, education, training, and certifications documented in the application materials therefore applicants should include that relevant information if they 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.k.polacek@odf.oregon.gov
• 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 chris.l.fisher@odf.oregon.gov

ODF is an Equal Employment Opportunity and Affirmative Action Employer. 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.