Oregon Fire Service Office Administrators

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Summary of Workshop in Roseburg

Fri, May 20, 2011

We recently held our 2011 spring workshop at the Roseburg Public Safety Center with Staff Assistant, Amy Anderson-Rice, as our host. What a beautiful facility and area to hold our workshop! Thank you to Amy, Chief Lane, and their staff for all the special treatment.


It was a great workshop with a record attendance of 52 people, eight of those being first-time attendees!


This is a brief summary of the workshop sessions to give an idea of what we covered  to those who were not able to attend.


We started the workshop with an energetic session on Reducing Stress for a Healthier You / A Positive Lifestyle with Chelsea Folino as our presenter. Chelsea stated that a positive attitude, a healthy diet, and regular exercise make up a healthy person. She emphasized that what we do each day affects others and the importance of having a positive outlook on life and on ourselves. She shared ideas on eating healthy, portion control, making smart choices (like protein for breakfast), and how foods affect how we feel. As an aerobics instructor, Chelsea conveyed the importance and benefits of regular exercise. Her session wrapped up with a Question and Answer period where we learned tricks for curbing those late night cravings, the best time to exercise, recipes for high protein smoothies, and other healthy snack options.


The next session was on Creating an Office Manual presented by OFSOA member, Rhonda Grant. Rhonda covered the benefits of having an office manual, using binders and electronic files, how to begin, how to write task breakdowns in a simple, easy to understand format, the value of checklists, and putting it all together. She included several examples of documents she created and uses as well as many tips and strategies for making an office manual a useful and valuable office tool.


Dan Maquire from the Oregon State Archives gave us an overview of Public Records Management, including electronic records management and retention. He covered the core elements of a good policy, a retention schedule, file structure and management, how to identify and protect essential records and safe storage. General Records retention schedules can be found at http://arcweb.sos.state.or.us and are updated monthly.


Motivational speaker Brenda Brown led a session on Managing Emotions. She stated that all emotions stem from either love or fear. When emotions take over, we should take time out to determine our need and the source of our feelings. When we are aware and in control of our emotions, we can think clearly and creatively, manage stress and challenges, and communicate well with others.


Haz Mat Awareness for Office Administrators was taught by Steve Brewer of Roseburg Fire. Steve did an excellent job explaining the importance of being aware of the dangers we face in this day and age, how vulnerable we all are, and to beware of becoming complacent in our duties. Attendees viewed several stunning videos that emphasized safety and precaution in every area of our lives. He encouraged every office administrator to take Hazmat training to better understand what firefighters do and to help promote safety. He stressed some very important DO NOTS: do not handle unknowns; do not throw away unknowns; do not accept unknowns at your workplace; don’t assume all people are good people. Some important DO’s: keep gloves at your workplace; know when to call for assistance; listen to your senses; think the unexpected; keep good records. 


Our workshop ended with a session on Tips and Shortcuts in Word, Excel, PowerPoint, and Publisher with Janice Parker from Umpqua Community College instructing. Even advanced users of these programs went away with many timesaving shortcuts and increased knowledge of these programs. She also provided an online resource called 5-minutes makeovers for Office 2010. (You may need to install Microsoft Silverlight to view.) Here is the link to that resource.



For those who were not able to attend, we missed you and hope you can make our conference in October; it’s sure to be a great one!


 ~ Rhonda Grant, OFSOA President

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