Divisional Administrative Specialist (Administrative Specialist 2)

Initial Posting Date:
10/26/2026
Application Deadline:
11/01/2026
Agency:
Department of the State Fire Marshal
Salary Range:
$4,308 - $5,984
Position Type:
Employee
Position Title:
Divisional 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 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 wh