Security, Front Desk And Mail Room Operations Manager

If you receive an offer of employment for this position, it is contingent on the satisfactory completion of a pre-employment background check, immunization review, and drug screen (including THC/Marijuana). CareOregon is a federal contractor and must comply with all federal laws.
Job Title
Operations Manager - Security, Front Desk, Mail Room
Department
Administrative Services
Manager Title
Director of Administrative Services
Direct Reports
Security, Front Desk and Mailroom Teams
Exemption Status
Exempt
Requisition #
24000
Pay and Benefits
Estimated hiring range $87,135 - $105,435 / year, 5% bonus target, full benefits. www.careoregon.org/about-us/careers/benefits
Posting Notes
This role is 100% onsite at our office in Downtown Portland.
Job Summary
This position is responsible for managing daily operations of Security, Front Desk and Mailroom function and staff for all CareOregon facilities. This includes planning, budgeting, and scheduling facility modifications related to Security, Front Desk, and MailRoom Operations and managing contracts and vendors that provide related products and services. Under leadership of the Director of Admisntrative Services, this position provides active support and engagement in addressing internal systems and processes and operational challenges, including coaching and counseling of Security, Front Desk and Mailroom employees.
Essential Responsibilities

• Manage the daily operations of Security, Front Desk, and Mailroom functions and employees.
• Develop and implement extensive security plans, policies, procedures, and strategies to safeguard employees and visitors and to protect organization assets and information across all CareOregon facilities.
• Ensure compliance with company policies and security industry regulations for all aspects of department functions.
• Collaborate with cross-functional teams to ensure integration of Security, Front Desk, and Mailroom functions into organizational business processes, mission, and values.
• Collaborate with internal and external stakeholders, such as law enforcement agencies and vendors to enhance departmental efficiency and productivity.
• Monitor current events at local, state, and federal levels to identify potential threats to CareOregon employees, properties and/or business operations.

• Develop and maintain relationships with local partners to monitor community vulnerabilities and criminal activity trends.
• Assist with the review of security-related contracts.
• Lead or coordinate investigations of threats against employees, members and/or properties.
• Conduct organization-wide physical security assessments and engage senior leadership on proposed strategies for mitigating identified vulnerabilities.
• Manage access to all CareOregon facilities; coordinate video surveillance and access control systems.
• Manage and oversee parking garage operations at applicable facilities.
• Manage internal Department of Public Safety Standards and Training (DPSST) program and maintain instructor certification to deliver renewal training to all DPSST certified staff.
• Create and deliver organization-wide training on security protocols, including de-escalation, non-violent communication, and crisis intervention.
• Oversee mail services for CareOregon facilities.
• Manage the mailroom preparedness plan, including a cross-training program with identified supporting department(s).
• Ensure that mail intake and delivery turnaround times are met or exceeded as defined by business partners.
• In coordination with the Claims Department, oversee the automated incoming paper claims processing function along with associated compliance requirements and vendor contracts.
• Develop and administer the annual budget for security, mailroom, and office supply costs.
• Manage and oversee the organization's office supplies function and supply ordering policy.
• Identify organization-wide process improvement and cost savings opportunities related to the mailroom and office supply functions; sponsor projects to improve mailroom efficiencies.

Employee Supervision

• Manage team and recommend team direction and goals in alignment with the organizational mission, vision, and values.
• Identify work and staffing needs to meet work expectations; recruit and hire, using an equity, diversity, and inclusion lens.
• Plan, organize, schedule, and monitor work; ensure employees have information and resources to meet job expectations.
• Lead the development, communication, and oversight of team and individual goals; ensure goals, expectations, and standards are clearly understood by staff.
• Train, supervise, motivate, and coach employees; provide support toward employee development.
• Incorporate guidance from CareOregon equity tools into people leadership, planning, operations, evaluation, and decision making.
• Ensure team adheres to department and organizational standards, policies, and procedures.
• Evaluate employee performance and provide regular feedback to support success; recognize strong performance and address performance gaps and accountability (corrective action).
• Perform supervisory tasks in collaboration with Human Resources as needed.

Organizational Responsibilities

• Perform work in alignment with the organization's mission, vision and values.
• Support the organization's commitment to equity, diversity and inclusion by fostering a culture of open mindedness, cultural awareness, compassion and respect for all individuals.
• Strive to meet annual business goals in support of the organization's strategic goals.
• Adhere to the organization's policies, procedures and other relevant compliance needs.
• Perform other duties as needed.

Experience and/or Education
Required

• Minimum 5 years' experience in security administration

• Oregon Department of Public Safety Standards and Training (DPSST) Executive Manager Certification
• Unarmed Professional Certification at time of hire

Preferred

• Unarmed Instructor Certification
• Training or experience in security, customer service and Mailroom automation management
• Relevant professional certifications in security management or related areas, like Certified Protection Professional (CPP) and Certified Security Manager (CSM)
• Minimum 2 years' experience in a supervisory position or minimum 1 year experience in a supervisory position with completion of CareOregon's Aspiring Leaders Program

Knowledge, Skills and Abilities Required
Knowledge

• Strong working knowledge of security operations with in-depth knowledge of security regulations, procedures, and surveillance equipment applications
• Familiarity with cybersecurity principles and best practices
• Knowledge of emergency response planning and incident management

Skills and Abilities

• Excellent leadership and management skills, with the ability to lead and motivate a diverse team
• Excellent interpersonal, communication and team building skills
• Ability to adapt to change and prioritizing tasks
• Attention to detail and a keen eye for identifying and mitigating security risks
• Ability to learn and maintain current knowledge of laws and regulations related to security and other areas of responsibility
• Ability to maintain strong relationships with external partners, such as law enforcement agencies and security vendors, to enhance security capabilities.

• Ability to manage, coach, and develop teams
• Ability to define problems and resolve them quickly
• Ability to successfully manage multiple tasks and work well under pressure
• Ability to take the initiative and work independently
• Ability to learn and use basic office software applications as needed
• Ability to maintain professional relationships with internal staff and external vendors
• Ability to work effectively with diverse individuals and groups
• Ability to learn, focus, understand, and evaluate information and determine appropriate actions
• Ability to accept direction and feedback, as well as tolerate and manage stress
• Ability to see, read, and perform repetitive finger and wrist movement for at least 6 hours/day
• Ability to hear and speak clearly for at least 3-6 hours/day
• Ability to stand, walk and climb stairs for at least 1-3 hours/day

Working Conditions
Work Environment(s): ☒ Indoor/Office ☒ Community ☒ Facilities/Security ☒ Outdoor Exposure
Member/Patient Facing: ☐ No ☐ Telephonic ☒ In Person
Hazards: May include, but not limited to, physical, ergonomic, chemical, and biological hazards.
Equipment: General office equipment
Travel: May include occasional required or optional travel outside of the workplace; the employee's personal vehicle, local transit or other means of transportation may be used.
Schedule: Ability to work occasional evening and weekend hours.
Candidates of color are strongly encouraged to apply. CareOregon is committed to building a linguistically and culturally diverse and inclusive work environment.
Veterans are strongly encouraged to apply.
We are an equal opportunity employer. CareOregon considers all candidates regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or veteran status.
Visa sponsorship is not available at this time.