Administrative Technician

Attention Applicants: To ensure your application is considered please read this job announcement in its entirety. It contains essential information about the role our organization and specific instructions on how to apply. Failure to follow these instructions may result in your application being disregarded. We value attention to detail and adherence to our application process so please carefully review all sections and submit all necessary documents with your electronic application. Your thorough understanding and compliance with these guidelines are key to advancing in our selection process.

Why Come Work for Clackamas Fire

Join the forefront of emergency response with Clackamas Fire one of Oregons largest and most dynamic fire protection districts. We are at the heart of community safety proudly serving nearly 250000 residents across a diverse 303-square-mile area.

Our expansive service area is a tapestry of vibrant communities including Gladstone Happy Valley Johnson City Milwaukie Oregon City and Sandy along with numerous thriving unincorporated areas. This diversity not only enriches our work but also challenges and hones our skills in unique ways making us adaptable and proficient in a wide range of emergency scenarios.

Our team includes dedicated individuals that serve across a variety of disciplines providing high-quality internal and external customer service. Our firefighters expertly handle tens of thousands of incidents annually from 24 strategically located fire stations. The fire marshals office public education and wildland personnel protect our communities through community risk reduction activities. Our support and administrative personnel are the backbone of our mission using their technical expertise and skills to keep our systems infrastructure equipment and people functioning efficiently and enable our firefighters to perform at their best.

At Clackamas Fire our commitment goes beyond the call of duty:

• We are a family of professionals united by our purpose Sworn to Serve Dedicated to Save driving us to excel in saving lives and protecting property.

• Innovation accountability and teamwork are not just concepts but the pillars of our operational excellence ensuring we remain at the cutting edge of fire and emergency services.

• Our values are embodied in TEAMS: Trust Empowerment Accountability Mindset and Service. These values are the compass guiding our actions fostering a culture where open communication critical thinking and exceptional service are the norms.

• We are deeply invested in the personal and professional growth of our team understanding that their well-being directly translates to the quality of service we provide to our community.

• Our relentless pursuit of excellence in all aspects of our work is driven by a singular goal: to earn and maintain the unwavering trust of the communities we serve ensuring their safety and resilience.

By choosing a career with Clackamas Fire youre not just joining a team; youre becoming part of a family dedicated to making a significant impact in the lives of others and the safety of our community.

This position will remain open until filled with the first review taking place the week of July 7 2025.

The Administrative Technician is a detail-oriented team player who provides administrative and staff support within the Fire Chiefs Office. This role handles day-to-day office functions performs moderately complex and confidential administrative tasks and ensures professional communication with internal and external stakeholders. Acting as the first point of contact the Technician greets visitors answers incoming phone calls and coordinates office activities. They leverage their knowledge of district policies and programs to draft correspondence and reports maintain accurate records and support data management. The ideal candidate demonstrates strong organizational skills attention to detail and proficiency in Microsoft Office Suite to enhance efficiency and streamline administrative processes.

Essential Duties and Responsibilities
On-site regular attendance is required for this full-time position.

• Serve as the first point of contact answering and directing incoming telephone calls. Greet and assist visitors to ensure a positive and welcoming experience.

• Respond to incoming calls or inquiries of non-routine or highly confidential nature where improper release of information is likely to affect the District adversely.
• Proficiently use computers to perform essential administrative tasks including word processing spreadsheet creation email communication and database management. Maintain accurate records generate reports and produce professional documents using software such as Microsoft Office Suite or other relevant applications.
• Collect organize and prepare board reports including Informational Items and Correspondence for the Fire Chiefs Office. Ensure accuracy completeness and timely submission of materials.
• Attend meetings as required and take comprehensive organized notes.
• Transcribe and format meeting minutes in a clear professional manner ensuring accuracy and completeness.
• Accurately input update and manage data in organizational databases. Ensure information is current complete and organized for easy retrieval. Regularly review database entries for accuracy and consistency and support data reporting and analysis as needed.
• Design update and manage district forms to ensure they align with current District policies and procedures. Collaborate with departments to ensure forms meet operational needs and maintain consistency in formatting and compliance across all documents.
• Assists supervisor or other management personnel by taking responsibility for a narrow set of defined products or cases; this work typically involves identifying issues problems or conditions and seeking solutions based on practical knowledge of guidelines and precedent case actions relating to the program area.

Secondary Functions

• Receive sort and distribute incoming mail and packages to appropriate departments or personnel.
• Prepare and process check deposits accurately in accordance with established financial procedures and confidentiality standards.
• Track and maintain office supply inventory to ensure adequate stock levels. Order supplies as needed.
• Arrange for the purchase and delivery of flowers or appropriate items for personnel during significant personal events.
• Ensure the cleanliness organization and proper functioning of the copy room break room and kitchen areas.
• Manage reservations for community meeting rooms by coordinating scheduling requests ensuring availability and preventing conflicts. Maintain accurate and up-to-date meeting room calendars communicate confirmations and changes to stakeholders and support smooth facility usage.
• Support to other departments within the District.
• Assists with other projects as requested by supervisor.

Ideal Candidate Profile

• Committed to public service and the Districts values: Promotes a culture of open communication critical thinking and exceptional service. Consistently displays the Districts values of TEAMS: Trust Empowerment Accountability Mindset and Service.
• Communication Skills: Demonstrates excellent verbal and written communication skills ensuring clarity professionalism and effectiveness in interactions with colleagues stakeholders and the public. Actively listens conveys information concisely and adapts communication style to different audiences. Maintains a high standard of professionalism in correspondence reports and presentations
• Stakeholder Engagement Skills: Ability to effectively engage and collaborate with various stakeholders including retirees government agencies vendors and internal customers.
• Flexibility: Adaptability and willingness to take on diverse tasks adjusting to shifting priorities and evolving workplace needs. Effectively supports special projects collaborates across departments and responds to unexpected challenges with a proactive and solution-oriented mindset.
• Proficient in Microsoft Office Suite:Word Excel PowerPoint and Outlook with the ability to create professional documents manage data efficiently and streamline communication.
• Organizational and Time Management Skill:Efficiently prioritizing tasks managing multiple deadlines and ensuring timely completion of projects.
• Structured Workflows:Optimizes scheduling and proactively identifies opportunities to improve efficiency while balancing competing priorities in a fast-paced environment.
• Attention to Detail:Ensuring accuracy in data entry document preparation and administrative tasks. Regularly reviews work for completeness and consistency proactively identifying and correcting errors to maintain high-quality standards.

Working Conditions
The Administrative Technician must possess the ability to operate effectively in a standard office environment which includes working with computers and office equipment for prolonged periods. Manual dexterity is essential for regular use of keyboards and managing documents. Visual and auditory sharpness is necessary for reviewing detailed documents utilizing digital systems and ensuring effective communication with colleagues and stakeholders. The role may involve occasional lifting of light objects and movement within the office space. Mentally the position demands high-level analytical skills for complex decision-making the capacity to manage multiple projects simultaneously and resilience under challenging scenarios.

Minimum qualifications required for this position:

• Valid drivers license and acceptable driving record
• High School diploma GED and three (3) years of general office/administrative support experience; OR
• Associates degree and (2) years of related experience; OR

Questions regarding this position can be directed to:

Program Specialist Nannette Howland

Clackamas Fire District

Telephone: (Email is preferred)

(Please add the job title to the subject line)

How to Apply

To apply for this position click on Apply button to fill out all information in the online application and complete the questionnaire. Failure to do so may result in your application being removed from consideration.

Application Checklist

1. Completed electronic application including supplemental questions

2. Resume(UPLOAD). Please clearly address your years of experience and the programs you have experience with as it relates to the position.

3. Cover Letter(UPLOAD). Should include why you want to work at Clackamas Fire and a description of your experience/service relating to the position.

4. High School GED or College Degree/Transcript(UPLOAD).

5. Veteran Documentation(UPLOAD). To receive veteran preference points you must attach appropriate documentation (DD214).

After you Apply

You will get an email stating your application has been submitted. Log in to your government jobs account before the job announcement closes to see if you have any pending tasks or notifications and make sure to complete these tasks before the job announcement closes. These can be found under the My Applications section.

Be sure to check both your email and government jobs account for updates regarding this recruitment.

Evaluation Components

Minimum Qualification Review

The Fire District will invite the top candidates to a panel interview. In accordance with OAR the Fire District will also interview each veteran who submits a completed application meeting the minimum qualification.

Panel Interview (In-Person) - July 17 2025

Additional information:

• Please save a copy of this job announcement for your reference as it may not be available for you to view after the job closes.
• Eligible veterans who meet the qualifications will be given veterans preference. For further information please see the following website:Veterans Resources. NOTE: If claiming veterans preference please be sure to attach your DD214 or Disability letter from the VA.
• Clackamas Fire does not offer VISA sponsorships. Within three days of hire you will be required to complete the US Department of Homeland Securitys I-9 form confirming authorization to work in the United States. Clackamas Fire District will review these documents to confirm that you are authorized to work in the United States.
• If you wish to identify yourself as an individual with a disability under the Americans with Disabilities Act of 1990 and will be requesting accommodation please contact the Clackamas Fire Human Resources Division by calling .

Clackamas Fire is an equal opportunity employer committed to work force diversity fair employment practices and non-discrimination including pay equity for all employees. We do not discriminate on the basis of race religion color sex marital status family status national origin age mental or physical disability protected veteran status sexual orientation gender identity or source of income.

Clackamas Fire is a drug free workplace.