Office Specialist 1 (Administrative Assistant)
Forestry - Astoria, OR

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There is one permanent, full-time position available with the Oregon Department of Forestry located in Astoria . This announcement will be used to establish a list of qualified candidates for this position and may be used to fill future vacancies as they occur. For specific questions regarding this position, please contact Carolyn Watt, Astoria Office Manager, at (503)-325-5451.
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.
The Astoria District is one of five districts in the Northwest Oregon Area, which is one of three administrative Areas within the Oregon Department of Forestry. One of the Department’s programs that the District administers is the State Forests Management Program. The District manages 137,000 acres of the Clatsop State Forest in accordance with the State Forests Management Program’s mission. Board of Forestry lands are managed to achieve the greatest permanent value (healthy, productive and sustainable forest ecosystems) and Common School forest lands are managed to maximize revenues over the long term in a manner that is consistent with protecting environmental values. Science-based approaches that include active and integrated resource management techniques are utilized to insure that economic, environmental and social benefits are produced in a sustainable manner. State Forests in the Astoria District amount to 17% of the total acreage involved in the statewide program and currently account for approximately 25% of the annual timber harvest.
The purpose of this position is to carry out tasks associated with business activities of the State Forests, Protection from Fire and the Private Forests programs. The vital few actions carried out by this position are to establish and maintain efficient and effective business relationships between purchasers, public, and customers of the State Forests program. This position provides secretarial, administrative, and technical support to a team of diverse management professionals. These management professionals include the Assistant District Forester and unit foresters of the following teams: Forest Management, Engineering, Reforestation and Protection from Fire. The Oregon Department of Forestry: Serving Oregonians by protecting Oregon's forests.

Duties & Responsibilities:
Duties include, but may not be limited to:
Administrative Support to State Forest Management:
Serves as clerk for timber sales. Issues branding hammers and log load receipt books to sale purchasers. Files and organizes log load receipts and scaling certificates.
Resolves minor accountability problems with purchasers, operators, and scaling bureaus.
Arranges and organizes meetings. Takes and processes meeting minutes.
Coordinates and controls a filing system for all State Forest management activities.
Prepares reviews, copies and distributes documents, and is responsible for proper signature routing and distribution.
Responds to public record requests within specific timelines.
Prepares deposits of campground collections.
Assists in the preparation of expenditure tracking and revenue projection reports.
Assists with planning and scheduling of interviews.
Special Forest Products and Woodcutting Permit Administration:
Prepares Woodcutting Permits for public sale. Updates woodcutting information line as needed. Responds to requests for sales of special forest products and woodcutting permits. Determines special forest product permit eligibility using established criteria and supports enforcement of permit rules following qualification guidelines and criteria. Issues or denies permit(s) based on these criteria. Implements internal control of revenue collected as directed by policy.
Exchanges information with Forest Deputies regarding permit violations, citations, revocations, and exemptions.

District Administrative Support:
Protection From Fire
May support all dispatch activities, including but not limited to: operating dispatch equipment, functioning as the Dispatcher to aid in suppression forces of wildfires and maintaining contact with field employees. May complete appropriate dispatch logs and forms, as well as smoke management data entry. May operate FIRES, IQS and ROSS programs.
May work on fire assignment as dispatcher, radio operator or timekeeper on District, Area, or project fires.
Private Forest Program
May receive applications for notification of operation, application for permit (NOAP). May review for completeness and assemble necessary information, then forward to the Stewardship Forester for review and approval.
May enter information into FACTS program and process the legal forms for the Stewardship Forester and send email and/or hard copies of the NOAP to the applicant.
May provide administrative support.

Miscellaneous Duties:
Educates and advises the public/industry/other public entities with information and assistance regarding: procedures and policies; seasonal closures and regulations; and other special conditions. Requires the ability to communicate effectively in order to explain and clarify rules and regulations. Provides backup assistance at the front counter and on phones. Processes District/Area map sales.
Performs office errands as needed.
May attend training sessions, which may include overnight travel.
May assist in training new administrative service employees.
May participate in special projects as assigned by the Assistant District Forester, Protection Unit Forester or Office Manager.

Working Conditions:
Requires occasional lifting and exertion for short periods. Lift and carry boxed archive documents. Because the Department's highest priority work is a forest fire emergency, this position will 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.

Qualifications & Desired Attributes:
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 who is also able to work independently
Active learner
Strategic thinker
Ability to remain calm in potentially stressful situations
Strong computer skills
Strong communication skills, professional and respectful
Excellent customer service skills
Ability to remain focused with good attention to detail
Ability to handle multi-line phones
Ability to handle multiple priorities and work with multiple levels of staff
Skilled in accurately using a database to view, enter, update and/or retrieve information
Skilled in using Microsoft Office: Outlook, Word, Excel

NOTE: To receive credit for all required/related coursework, a scanned photocopy of transcripts is required to be attached to the application. Unofficial transcripts such as web printouts are acceptable.

Additional Information:
To improve communication with all applicants the State of Oregon now 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, scroll down to the 'How to apply for a job' section, question #14 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 insure 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. Due to budgetary shortfalls, this position may be required to take furlough days (mandatory unpaid days off) during the 2011-2013 biennium. 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 503-945-7200.
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. Transcripts must be submitted to receive credit for education coursework at the time of application.

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.

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