Facilities & Operations Specialist

JOB DESCRIPTION

Job Title:

Facilities & Operations Specialist

Classification:

Associate Staff

Position Type:

Non-Exempt, Hourly

Reports To:

Director of HR/Facilities

Last Updated:

September 2024

Apply at:

https://www.oregoned.org/contact/employment

Salary Range:

Per Associate Staff Contract $50,500 - $65,097

This job description is a general outline of duties/qualifications for the Facilities & Operations Specialist position with the understanding that some duties may be determined by and at the direction of OEA Management. This description establishes general expectation levels for new hires consistent with the established priorities.

JOB SUMMARY :

The Facilities & Operations Specialist is responsible for a wide variety of tasks and projects that facilitate smooth, safe, and accessible operation of all OEA owned and leased facilities, office administration, and identified human resources functions.

ESSENTIAL JOB FUNCTIONS:

General

1. Contributes to, supports, and actively engages in the organization's commitment to create and maintain a diverse, equitable, and inclusive workplace. Participates in activities, trainings, and/or workgroups to support OEA's commitment in this important mission.
2. Works collaboratively with key stakeholders and others across the organization.
3. May provide substantive feedback on a variety of OEA initiatives and/or represent Associate Staff on a variety of OEA committees.
4. Assists OEA in developing and implementing systems, programs, and organizational strategies that create a member-driven culture of organizing and advancing the goals of OEA.
5. Maintains electronic files and Teams folders for facilities, office administration, and applicable HR areas.
6. Co-monitors and maintains facilities/HR email inbox and job/recruiting inbox.
7. Other projects and duties as assigned by the Executive Director and/or designee.
8. Monitors and responds to facilities tickets for all OEA offices across the state; engages with Director of HR/Facilities on tickets as needed.
9. Collaborates with Director of HR/Facilities and third-party contractors, as applicable, to ensure completion of open tickets.
10. Collaborates with IT on fob-based access to OEA facilities.
11. Reviews and approves supply ordering across all offices; manages supply inventory for OEA Headquarters.
12. Ensures timely completion and submission of insurance policies, business licensing documents, and census surveys; engages with third-party agents and collaborates across OEA teams to gather necessary information.
13. Coordinates OEA's Safety Committee:
    • Schedules meetings
14. Creates agendas
15. Participates in quarterly meetings
16. Tracks committee work
17. Responds to employee injury reports
18. Texts system maintenance
19. Ergonomic assessment and support
20. Schedules annual maintenance as needed for all OEA facilities; coordinates with tenants prior to scheduling maintenance.
21. Analyzes, codes, and submits all OEA facilities invoices for approval and payment.
22. Deeply familiar with all leases where OEA is the leaser or OEA is the leasee; communicates with property managers and tenants as needed for both categories of OEA leases
23. Manages and tracks building key distribution for all OEA owned and leased facilities; coordinates with OEA field Associate Staff on same.
24. Prepares facilities and Safety Committee updates for Board Reports.
25. Maintains staff directories and distributes updated reports to applicable parties.
26. Answers calls to OEA's main phone line and door notifications for OEA Headquarters; routes calls and visitors to the appropriate person and/or department.
27. Retrieves messages from OEA's main voicemail box and routes messages appropriately.
28. Submits onboarding and offboarding IT tickets for employees.
29. Coordinates, plans, and conducts new employee onboarding; tracks completed items.
30. Prepares employee change forms for Director of HR/Facilities' review and approval.
31. Reconciles monthly benefit invoices; delivers results to Director of HR/Facilities for review and approval.
32. Posts OEA's internal and external job openings on a variety of relevant websites.
33. Coordinates with hiring manager and/or Director of HR/Facilities to determine document and other support needs for job interviews.
34. Drafts employee departure letters for Director of HR/Facilities; once approved, sends to departing employee along with associated benefit documents.
35. Gathers and reviews auto insurance reimbursement documents for eligible employees as outlined in collective bargaining and/or employment agreements.
36. Prepares and submits various employment reports to the State of Oregon.
37. Responds to general employee benefit questions; guides employees to relevant resources.
38. May support additional functions in human resources information system (HRIS) at the direction of the Director of HR/Facilities.
39. Proficient computer skills and experience required in Microsoft Office Suite (especially Excel) and online research.
40. Able to maintain confidential information.
41. Experience working with databases and comfortable learning new programs and computer systems.
42. Comfortable working in a variety of databases and analyzing data.
43. Excellent attention to detail and ability to reconcile differences in data sets.
44. Able to prioritize a variety of tasks to meet critical timelines.
45. Able to work in a self-directed and efficient manner, maintaining a professional demeanor under pressure.
46. Demonstrates a professional and collaborative attitude toward members, staff, and third-party vendors.
47. Able to consistently meet established deadlines.
48. Able to work independently and as a team player.
49. Experience using copy, print, and scanning machines, phones, and other common office equipment.
50. Able to communicate verbally, visually, and in writing.
51. High school graduate or equivalent including commercial courses, or post high school business curriculum. College degree or certificate in business administration, accounting, human resources, property management, or other related field preferred.
52. Minimum of two years' experience with general office or administrative coordination.
53. Mid-level Microsoft Excel skills including the ability to perform VLOOKUPs, use pivot tables, and filter and sort large amounts of electronic data.
54. Property and/or facilities management experience highly preferred.
55. Human resources experience preferred.
56. The employee works under the direction of the Director of HR/Facilities and is expected to operate with relative independence.
57. This position is not in a supervisory role.
58. This position is based at the OEA Headquarters office in Portland, OR.
59. Flexibility in schedule. This position may require the incumbent to occasionally, infrequently work some early mornings, evenings, and/or weekends to support facilities related maintenance and/or emergencies. Scheduled maintenance that may require early morning arrival, later evening departures, and/or weekend support may occur a total of 5 to 10 times per year. Where feasible for the work that needs to occur, remote work is offered for hours worked outside the incumbent's typical shift.
60. Occasional travel to OEA field offices across the state is expected for both this position and the Director of Facilities/HR to support facilities and onboarding needs. A successful candidate will have access to reliable transportation.
61. On-call for facilities emergencies as back-up to the Director of HR/Facilities for extraordinary circumstances. Where feasible for the work that needs to occur, emergency support can be performed remotely.
62. This position is expected to stand, sit, and bend in order to perform routine office functions.
63. This position is expected to lift five pounds (5 lbs.) to twenty pounds (20 lbs.) regularly, and up to 50 pounds (50 lbs.) on occasion.

Facilities & Operations

Human Resources

1. Deeply familiar with OEA-ASO and OEA-PSO collective bargaining agreements.

KNOWLEDGE, SKILLS AND ABILITIES:

QUALIFICATIONS:

EDUCATION & EXPERIENCE

• Experience using Microsoft Teams preferred.
• Non-profit and/or union experience preferred.

OTHER INFORMATION:

SUPERVISORY

WORK ENVIRONMENT

REASONABLE ACCOMMODATION

The Oregon Education Association is committed to the full inclusion of all qualified individuals. As part of this commitment, the Oregon Education Association will ensure that persons with disabilities are provided reasonable accommodation. If reasonable accommodation is needed to participate in the job application or interview process and/or to perform essential job functions, please contact Human Resources at [email protected] .