Records Administrative Specialist (Administrative Specialist 2)

Initial Posting Date:

09/29/2025

Application Deadline:

10/05/2025

Agency:

Department of the State Fire Marshal

Salary Range:

$4,203 - $5,838

Position Type:

Employee

Position Title:

Records Administrative Specialist (Administrative Specialist 2)

Job Description:

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 Records Administrative Specialist (Administrative Specialist 2) position.

This position offers a unique opportunity to become a key player in the Legislative, External Affairs, Policy & Planning (LEAPP) Unit, where your work will touch everything from public records and emergency mobilization reimbursements to legislative coordination and strategic planning. You'll be a key point of contact for navigating complex public records requests—communicating with attorneys, journalists, law enforcement, and community members to ensure transparency while safeguarding sensitive information. Your analytical skills will shine as you interpret requests, manage timelines, and collaborate across divisions to deliver accurate, timely responses.

In this position, you will also dive into the world of emergency response reimbursements, auditing and processing financial data from statewide mobilizations to ensure agencies and individuals are properly compensated. Your decisions will be guided by policy, but your judgment and independence will drive results. On the administrative side, you will support legislative efforts and contribute to policy development. Whether you're designing intranet content, preparing technical reports, or facilitating stakeholder meetings, your voice and ideas will matter. This is more than a desk job – it’s a dynamic, high-impact role for someone who wants to be at the heart of meaningful public service. If you're detail-oriented, tech-savvy, and ready to collaborate with passionate professionals, we’d love to see what you bring to this role.

Become a part of the OSFM team and together, let's continue working toward 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.

• This position will report to the office Monday-Friday.

• 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.

Desired Attributes:

• Experience interpreting rules and regulations and providing information, advice and direction to agency staff, the public, or other government agencies.

• Skill in communicating orally and in writing with a variety of people, answering questions and explaining information or decisions, using specialized terminology.

• Experience supporting and organizing projects such as preparing minutes during meetings, supporting committees, and maintaining files and systems.

• Experience using or ability to learn Microsoft Office programs, such as Outlook, Excel, and SharePoint.

• Excellent attention to detail to ensure accuracy of documents and data.

• Skill collaborating across business units to prioritize and execute shared tasks effectively.

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.

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.

• 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.

• 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 who meet the qualifications will be given veterans' preference. NOTE: If claiming veterans’ 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 OSFM.HumanResources@osfm.oregon.gov.

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:

• 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.

• 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.

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.