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Office Specialist
Category: Other
  • Your pay will be discussed at your interview

Job code: lhw-e0-88382164

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State of Oregon

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  Job posted:   Mon Apr 16, 2018
  Distance to work:   ? miles
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Office Specialist
Office Specialist



Office Specialist


$2,200.00 - $2,996.00 Monthly


Molalla, OR

Job Type



Forestry-Northwest Oregon Area

Job Number



4/26/2018 11:59 PM Pacific

+ Description

+ Benefits

+ Questions


There is currently one, Permanent, full-time position open with the Oregon Department of Forestry located in Molalla. This recruitment will be used to establish a list of qualified candidates for this position and may be used to fill future vacancies. For specific questions regarding this recruitment please contact Scott West, Molalla Unit Forester, at (503) 829-2216.

The Oregon Department of Forestry's (ODF) Mission is - To serve the people of Oregon through the protection, management, and promotion of a healthy forest environment, which will enhance Oregon's livability and economy for today and tomorrow. ODF is a multi-programmed, multi-funded public agency chartered and structured to administer the forest laws and policies of the State of Oregon, within the framework of sustainable forests, for the benefit of all Oregonians.

This position is located within the North Cascade District, which has two Units, is one of five districts within the Northwest Oregon Area. This District provides forest fire, insect and disease prevention, detection and suppression activities on over 650,000 acres of forest land. The District contributes to an integrated forest protection system; provides for resource protection on commercial forest land through the administration of the Forest Practices Act; administers assistance programs to private forest landowners; and sustainably manages the Santiam State Forest.

The primary purpose of this position is to: aid users and employees of the North Cascade District (NCD), Department of Forestry, by providing service, explaining and applying rules, policies, procedures, and programs. This position aids the public and users by issuing permits under defined criteria and provides support to all programs that the NCD administers.

The Oregon Department of Forestry: Serving Oregonians by protecting Oregon's forests.

Duties & Responsibilities

Major duties include but are not limited to:


+ Via postal delivery system and use of established criteria within prescribed deadlines, receives, reviews, and approves applications for Notifications of Forestry Operations and accompanying forms for completeness, accuracy, compliance, and correct legal description.

+ In person, assist landowners, operators, and staff in the accurate completion of Notification of Operations by explaining and clarifying current rules, policies, procedures, regulations, and pertinent forestry program laws. Responds to inquiries. Proofreads Notifications for accuracy and necessary signatures. Reads and produces applicable district and unit maps and legal descriptions. Inform users of pertinent information and regulations regarding harvesting timber and timber taxes, and distributes necessary ORS documentation.

+ Operates computer terminal to enter, update, revise, and retrieve data and information to/from Forestry FERNS data base computer program by utilizing ODF's map system (VANTAGE). Uses knowledge of activity codes when entering data in multiple screens. Renews and updates FERNS data as required.

+ Prints Notifications and reviews for accuracy, makes necessary corrections, distributes to operators, landowners, Salem Forest management, timber owners and subscribers within procedural and regulatory timeframes. Notify and distribute pertinent notification of operation information to OR OSHA and appropriate counties.

+ Coordinates and maintains unit filing system of Notifications of Operations and corresponding reports by year and operator.


+ Provides information and assistance to landowners and customers concerning burn permits, fire danger levels, regulated use requirements and fire situations, including maintaining and updating fire information phone message line. Clarifies and explains rules and regulations. Receives and sends two-way radio transmissions and forwards timely and accurate information to appropriate unit personnel. Determines legal descriptions of forestry maps, plats, and aerial photos. Retrieve weather forecasts via computer and informs unit personnel by posting written notices or broadcasting via radio transmission.

+ Operates database of unit smoke management activities. Reviews smoke management applications for accuracy and compliance. Ensures necessary documentation has been provided and is complete. Reviews computer generated reports, makes corrections if necessary. Informs pertinent district/unit/area staff of local slash burning areas and smoke management issues. Retrieves burning index calculations from computer and posts for unit and industry personnel.

+ As needed, assist OS2 and fire protection supervisor with administrative functions of acquiring personnel and equipment, and assist with fire reports as needed.

+ Dispatches resources for wild land firefighting on a second tier backup basis. Utilizes CAD system. Receives radio calls and forwards accurate information to appropriate personnel.


+ Provides the public and constituents (over the telephone, at the counter and through written correspondence) with explanation of services, rules, policies, procedures, and programs in order to gain compliance and explain requirements. Provides through mail or handouts requested or relevant informational pamphlets, forms, or literature to aid in understanding agency programs and procedures, and so that constituents can complete their business with the District office. Explains forestry rules, policies, regulations, laws, and procedures when necessary. Responds to and/or processes incoming and out-going mail, fax transmittals and correspondence. If necessary, refers public and constituents to proper personnel within or outside the agency based upon individual circumstances.

+ May act as administrative assistant to fire protection association. May prepare agendas, itineraries, correspondence, and reports using personal computer.

+ Coordinates, orders, and maintains inventory of office supplies necessary to perform daily business within the Molalla Unit.

+ Back-up coverage for Office Specialist 2 in his/her absence at either unit office.

+ Receives, records, and distributes incoming and outgoing mail in timely fashion according to statutory and departmental timeframes and policies. Maintain proper postage equipment and postage amounts to adequately meet the needs of the Molalla Unit; train personnel in use of equipment and advise of mail distribution procedures and deadlines, including U.S. postal service, UPS, Fed Ex, and other necessary delivery services.

+ Updates and files information to manuals, directives, and general files. Compiles and completes statistics for a variety of reports. Composes and proofreads for accuracy, punctuation, grammar and formatting, various documents such as letters, memos, email messages, annual reports, and mobilization plans. Compiles data from unit office to produce reports such as the district annual report and mobilization plans.

+ Coordinates and produces monthly vehicle mileage reports, including vehicle safety inspection forms. Verify accuracy of vehicle mileage data and repair receipts and enters data into the vehicle mileage web program.

Because the Department's highest priority work is a forest fire emergency, this position may be utilized during those emergencies to provide assistance in a variety of ways. That assistance may be directly aiding the emergency effort in the field or at the Salem headquarters. It also may be in providing backup to fill in for another position that is being used in direct aid to the emergency, or it may be in performing an essential function in some capacity either within this Program or elsewhere in Salem or in the field.


Must be willing to work weekends and/or holidays and willing to accept short notice calls to work. This position is relied upon to be punctual, dependable, and involved in all aspect of the District programs. During fire season, may be required to work long hours or late shifts. Requires use of all office, computer, and radio equipment. Sensory demands include ability to converse, hear, and see in order to perform the duties of the position. Must maintain composure and order through chaotic, stressful and disorderly situations. Requires the ability to recognize and deal with potentially irate people. Requires the ability to work well with a diverse population. Required to drive an assigned vehicle, obeying all traffic laws.

Qualifications, Required & Requested Skills

Minimum Qualifications:

+ Completion of courses or training in Office Technology; OR

+ One year of general clerical experience which included typing, word processing, or other generation of documents; OR

+ An equivalent combination of training and experience.

Desired Attributes:

+ Team player that is also able to work independently

+ Self-starter

+ Accuracy and attention to detail

+ Active learner

+ Strategic thinker

+ Flexible

+ Prioritization

+ Ability to remain calm in potentially stressful situations

+ Prior experience with emergency dispatch

+ Strong public contact experience

+ Experience with multi-line phones

+ Experience with processing cash and credit card transactions

+ Experience using Microsoft Office software (Outlook, Word, Excel)

+ Experience entering information into a database system

This position requires the operation of a State vehicle for the purpose of conducting official State business. An Oregon driving record check will be conducted on the top applicants to ensure a valid license and acceptable driving record. If your license is from outside Oregon, you must submit at least a three year court/DMV printout at the time of interview.

An unacceptable driving record includes:

+ Conviction of a major traffic offense within the previous 24 months which includes reckless driving, driving under the influence, failing to perform the duties of a driver, criminal driving while suspended or revoked, fleeing or attempting to elude a police officer, felony hit and run, etc.;

+ Felony revocation of driving privileges or felony or misdemeanor license suspension within the previous 24 months;

+ More than 3 moving traffic violations in the previous 12 months;

+ A careless driving conviction in the previous 12 months;

+ A Class A moving traffic violation in the previous 12 months.

Additional Information


To improve communication with all applicants the State of Oregon requires an e-mail address be provided on all applications. If you do not currently have an e-mail address and do not know where to go to get one, please refer to our Applicant Frequently Asked Questions web page to view several links to internet providers where you can get a free e-mail account. The State of Oregon does not endorse any particular provider.

To ensure clear communication, please unfilter emails from and

Please note: The employee in this position will be represented by the Service Employees International Union (SEIU) and will be subject to all terms and conditions of the collective bargaining agreement. Pay and benefits on all job announcements may change without further notice.

If you require an alternate format in order to complete the employment process, you may call ODF Human Resources at 503-945-7306.

Only complete applications will be considered. Your answers to the supplemental questions must be reflected in the work experience section of your application. Be sure to answer all supplemental questions and attach all required documents. Responses to the supplemental questions will determine if you meet the minimum qualifications, any special qualifications and/or desired attributes for the position. Do not submit a resume in place of completing the Supplemental Questionnaire or the Work Experience section of the application.

Qualified applicants whose responses most closely match the requirements for this position will be invited to interview.

Veterans - If you are an eligible veteran and you meet the minimum qualifications, veterans' preference points will be added to your score. To receive veterans' preference points you MUST attach to your electronic application the following required documentation:

+ A copy of the DD214/215 for the five (5) point preference;

+ OR A copy of the DD214/215; AND a veteran's disability preference letter from the United States Department of Veterans' Affairs for the ten (10) point preference.

For more information on veterans' preference points visit, and select veterans' preference.

PLEASE NOTE: The Oregon Department of Forestry does not offer visa sponsorships. Within three days of hire, all applicants will be required to complete U.S. Department of Homeland Security form I-9, confirming authorization to work in the United States.


Core benefits

Medical, vision and dental insurance

+ Comprehensive medical, dental and vision plans for the employee and qualified family members

+ $5,000 in employee basic life insurance

Retirement benefits

+ Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP)

+ Employer paid defined benefit and defined contribution programs

**Effective November 1, 2016, SEIU represented employees who are Public Employee Retirement System (PERS) participating members will have their base salary increased by 6.95%. Upon becoming a PERS participating member, SEIU employees pay the employee 6% contribution to PERS.

Paid leaves and other benefits

+ Sick leave earned at the rate of 8 hours per a month with no maximum accumulation

+ Vacation leave earned at a minimum rate of 8 hours per month with accrual rate increases at 5-year increments

+ 24 hours personal leave earned each fiscal year

+ Ten paid holidays a year

The state also provides access to an innovative Employee Assistance Program that offers work-life counseling, along with homeowner, legal and family resources.

Optional benefits

+ Term life (employee, spouse or domestic partner, and dependents

+ Long-term and short-term disability

+ Accidental Death and Dismemberment

+ Long-term care (self and eligible family members)

+ Flexible spending accounts

+ Option to enroll in the Oregon Savings Growth Plan, a deferred compensation program offering a wide variety of investment options.

The following information describes typical benefits available for employees. Actual benefits received may differ by position or branch of government or be prorated for other than full time work.

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