Office Specialist 2
Forestry - Veneta, OR

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There is currently one permanent full-time Office Specialist 2 position with the Oregon Department of Forestry located in Veneta . 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 Andrea Lively, Office Manager, at (541)935-2283.

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 Department of Forestry field organization is geographically divided into three administrative areas that are comprised of twelve districts. The Western Lane District, which contains one Unit Office, is one of five Districts within the Southern Oregon Area. The District provides Forest Fire and Insect and Disease prevention, detection and suppression on 759,074 acres of forestland; contributes to an integrated forest protection system on a statewide basis; provides for cooperative work to public and private landowners to supplement the fire protections system; provides for environmental protection on commercial forests; provides technical assistance to private forest landowners through the Private Forests program; and intensively manages 26,000 acres of State Forest land.

This position provides clerical and administrative support to the Western Lane District. The primary purpose of this position is to work independently to provide administrative support and specialized technical functions to the Private Forests Program by serving as the Notification of Operations Clerk; to provide administrative support to all departmental programs, each with unique policies, guidelines, rules and programmatic purposes; and to deliver quality customer service to Western Lane’s internal and external customers. This requires good judgment in applying knowledge of laws, regulations, policies and procedures related to assigned duties.

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

Duties & Responsibilities:


Notification of Operations

  • Guide customers in filling out Notification of Operation Forms (NOAP). Use Vantage to pull maps for customers to attach to NOAP’s. Answer questions & clarify rules related to forest activities or direct customers to the appropriate source of technical information.
  • Receive Notifications of Operation and related forms by checking for completeness and accuracy. Send back or contact landowners/operators if information is missing or needs clarification.
  • Research completed NOAP’s using Vantage for protected resources, subscribers, stream classifications, domestic water supplies, high risk areas, stewardship forester areas and other identified concerns and resources. Determine Fire & Forest Practices priorities using preset criteria.
  • Data enter completed NOAP’s into the Forest Activity Computerized Tracking System (FACTS) to generate notification numbers. Run daily jobs to generate printouts of notifications. Prepare mailings for landowners, operators and subscribers, including photocopying appropriate maps and correspondence. This must be performed within time limitations set by statute. Record mailings sent to subscribers. Compile & distribute Stewardship Forester copies of notifications.
  • Use Vantage to digitally map and record forest operations as directed.
  • Process forest practices inspection reports and reforestation reports as they are received from the Stewardship Foresters in FACTS.
  • Maintain filing systems for original notifications. Periodically purge notifications according to retention schedules. Maintain integrity of files.
  • Maintain accurate reforestation files according to reforestation timelines. Organize and provide current year reforestation file checks to Stewardship Foresters.
  • Maintain thorough subscriber records and applications. Update FACTS subscriber database and ArcGIS mapping layer. Notify district personnel of changes.
  • Track and maintain Forest Practices Act violation files per retention policy and workflow timelines.
  • Receive & complete public records requests related to Notification of Operations. Respond to requesting party with timeframes necessary to complete the request and the costs associated with processing the request.
  • Issue notices to Department of Revenue and provide copies of Land Use Change notifications to the County Assessors.
  • Monitor updates of Forest Practices Resource maps.
Fire Protection & Smoke Management
  • Dispatches and orders services, supplies, firefighters and equipment to fires using two-way radio systems and telephones, and uses preplanned dispatch plans or fire mobilization plans as directed.
  • Process Power Driven Machinery Notifications according to statues and established district guidelines: Review for completeness and accuracy, data enter information into FACTS and distribute to the appropriate district personnel.
  • Guide the public in filling out Smoke Management Registration Forms and answer questions on fees and burning regulations.
  • Input and process smoke management registrations into the Smoke Management Program. Provide a system for tracking current registrations and archive past registrations according to retention schedules. As burns are planned, receive information and provide appropriate agencies with information about the planned burn(s).
  • In the event of an operation fire, provide information to dispatch and fire personnel about the operation (operation type, acreage, methods used, stewardship forester, etc.). Utilize FACTS, Vantage and filing systems to purge information.
  • Keep radio log of all radio transmissions and dispatch log for all fire dispatches. Track employees whereabouts and report past due employees to the appropriate manager.
  • Coordinate with Stewardship Foresters and Protection staff when industrial inspections are performed. Provide notification information and maps.
  • Edit Fire Reports for spelling and grammar errors. Review for completeness and accuracy.
  • Serve as dispatcher when the primary dispatcher is absent (lunch hours, sick or vacation days). Dispatch duties include: receiving reports of fire (via scanner, phone or in person); dispatching, ordering and tracking all resources and supplies according to pre-dispatch plans; using a two-way radio network to send/receive radio transmissions; read weather; pull ERC information and determine fire danger.
  • Order and dispatch additional resources as requested by field personnel using ROSS as necessary. Input Incident information into ROSS as needed.
  • Update cooperators with closure information. Be able to explain regulated use and fire precaution levels to cooperators, industry and general public. Receive and relay complaints regarding regulated use, industrial closures and slash burning.
  • Monitor Smoke Detection Cameras. Cameras are utilized for detecting fires or gathering information for smoke management during prescribed burns.
District-wide Administrative Support
  • Greet the public and answer multi-line phones. Requires a thorough knowledge of agency policy, rules & directives in order to educate and advise the public and industry with information and assistance regarding: seasonal closures & regulations; procedures, policies & laws pertaining to land use activities; agency services & permits; other sources of technical information. Sell maps, issue wood-cutting permits and accept payments for public records request. Take and forward complaint information.
  • Provide administrative support to all programs and managers on District.
  • Produce desk manuals and procedures manuals on functions essential to the position. Manuals should be written so that anyone stepping into the position would be successful in carrying out the duties assigned.
  • Update and maintain District websites, both internal and external. Attend ODF trainings related to website development.
  • Type and word process a wide variety of forms, letters, memorandums and reports, from a broad range of sources and formats for district staff members covering all of the district's major programs. Proof and edit district publications (Operations Plan, Annual Report, Safety Plan) for spelling and grammatical errors and determine correct formats.
  • Operate computer terminal to receive and transmit a variety of information and reports.
  • Maintain Outlook Calendar of scheduled appointments and meetings that can be viewed/utilized by supervisor and other managers on District.
  • Serves as backup within the administrative unit or other programs by doing any of the following: serve as bid recorder during timber sales; operate district mailroom; process purchase orders for payment by auditing purchases and data entering invoices into the Purchase Order System; and check in/out Log Load Receipt Books and Branding Hammers for Timber Sales.
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 a nonessential function in some capacity either within this Program or elsewhere in Salem or in the field.

Working Conditions
The work space for this position is in a public reception area where the employee may serve as the first point of contact for customers and is adjacent to the District dispatch area. By nature, the work space for this position is in a centralized area near the hubs of high activity due to phones, district radio, scanner, filing cabinets, etc. The primary duties associated with this position are repetitive. Although the information in each Notification is different, the processes associated with researching and processing are the same. On occasion, this position comes in contact with hostile and/or irate persons and requires knowledge of how to work with these types of customers, including training and familiarity with district safety plans.

Western Lane District has a large and active landowner base with environmental concerns related to practices the department regulates (including herbicide application, logging and protection of wildlife and resources). Sometimes protest activities occur on the compound. This requires familiarity with the district protest procedures and contact with local law enforcement. During fire emergencies, the employee in this position may be required to work long hours and/or more than five consecutive days, including weekends, holidays and scheduled days off.

Travel is required for training, meetings and fire duty. There is limited outdoor exposure when mail is picked up and during fire activity (running meals, working in a fire camp). A major portion of the work is in front of a computer monitor with keyboard and mouse.

Qualifications & Desired Attributes:

Minimum Qualifications
  • Two years of general clerical experience, one year of which included typing, word processing, or other experience generating documents; OR
  • an Associate's degree in Office Occupations or Office Technology; OR
  • graduation from a private school of business with a Certificate in Office Occupations or Office Technology; AND one year of general clerical experience.
*College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.

NOTE: Transcripts are required to be attached to your application if you are using education or coursework to meet the minimum qualifications. Transcripts must clearly show 1) your name; 2) the name and address of the institution; 3) the degree received and; 4) required courses completed with a passing grade. For application purposes, unofficial copies are acceptable; however official or original documents may be requested to validate education Transcripts must be attached to your application and WILL NOT be accepted as verification of education after the announcement has closed.

Desired Attributes

Skilled in data entry and research.
Skills and abilities to perform repetitive work on a daily basis.
Proficient in the use of: personal computers, two-way radio systems, multi-line phones, copy machines, fax machines, ten-key and Microsoft Office programs.
Ability to quickly learn a wide variety of computer programs.
Basic knowledge of GIS (Geographic Information Systems).
Flexible and adaptable to changing work priorities and schedules.
Familiar with the Oregon Forest Practices Act.

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 Association of Engineering Employees 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 503-945-7200.

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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