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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!

Position Details

• Click here to review the complete position description.
• 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%.

Research suggests that women and people of color are less likely to apply unless they are confident, they meet 100% of the listed qualifications. We strongly encourage all interested individuals to apply and allow us to evaluate the knowledge, skills, and abilities that you demonstrate, using an intentional equity lens. 

Minimum 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. 

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.

You are required to upload your resume describing how you meet the minimum qualifications and cover letter describing how you meet the desired attributes listed above. Attachments must be in MS or PDF format. Failure to provide the required attachments will result in disqualification of your application. 

Please make sure the qualifications and attributes you possess are clearly demonstrated in your attached documents. Following these instructions and providing this information will be used to determine which candidates will be selected to move forward in the process.

How to Apply:

• For step-by-step instructions click Search for Jobs and Apply for External Candidates or Jobs, search & apply for current state employees.
• Your application and resume will also be used when completing a pay equity assessment. The pay equity assessment determines your salary so a complete, current, and detailed history of work, education, and other experience is helpful.
• Upload your required attachments to the Resume/Cover Letter section of the application.  Your attached resume should include the beginning and end dates with the month and year for each employer.
• 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.
• After you submit your application, please respond to the public records request authorization and gender identity tasks. These tasks will come after your submission.
• Eligible veterans and Oregon National Guard service members (current and former) who meet the qualifications of the position will be awarded candidate preference. NOTE: If claiming candidate preference please be sure to check your Workday account regularly for pending tasks.  For further information, please see the following website: Veterans Resources, or call Oregon Department of Veterans' Affairs at 1-800-692-9666.
• If you need assistance to participate in the application process, including an accommodation request under the Americans with Disabilities Act, please email our recruitment team at [email protected].

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, Affirmative Action Employer committed to Workforce Diversity.