Security And Front Desk Operations Manager

Job Summary

The Front Desk Operations Manager is responsible for managing operations of in-person customer service desks, security, and mailroom services for all CareOregon facilities. This includes planning, budgeting, and scheduling facility modifications related to security, managing contracts related to mail and package delivery, developing policies and procedures, and managing staff and contractors.

Essential Responsibilities

• Lead or coordinate investigations of threats against CareOregon employees, members and/or properties.
• Identify organization-wide process improvement and cost savings opportunities related to the mailroom and office supply functions; sponsor projects to improve mailroom efficiencies.
• Manage and oversee the organization’s office supplies function and supply ordering policy.
• Manage security program development, communication, and implementation across all CareOregon facilities.
• In coordination with the Claims Department, oversee the automated incoming paper claims processing function along with associated compliance requirements and vendor contracts.
• Develop and maintain relationships with local partners to monitor community vulnerabilities and criminal activity trends.
• Ensure effective supervision of front desk operations.
• Monitor current events at local, state, and federal levels to identify potential threats to CareOregon employees, properties and/or business operations.
• Oversee mail services for CareOregon facilities.
• Assist with the review of security-related contracts.
• Ensure that mail intake and delivery turnaround times are met or exceeded as defined by business partners.
• Manage and oversee parking garage operations at applicable facilities.
• Manage the mailroom preparedness plan, including a cross-training program with identified supporting department(s).
• Conduct organization-wide physical security assessments and engage senior leadership on proposed strategies for mitigating identified vulnerabilities.
• 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.
• Develop and administer the annual budget for security, mailroom, and office supply costs.
• Manage access to all CareOregon facilities; coordinate video surveillance and access control systems.

Employee Supervision

• Train, supervise, motivate, and coach employees; provide support toward employee development.
• Lead the development, communication, and oversight of team and individual goals; ensure goals, expectations, and standards are clearly understood by staff.
• 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.
• Manage team and recommend team direction and goals in alignment with the organizational mission, vision, and values.
• Ensure team adheres to department and organizational standards, policies, and procedures.
• 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.
• Incorporate guidance from CareOregon equity tools into people leadership, planning, operations, evaluation, and decision making.

Organizational Responsibilities

• Perform other duties as needed.
• Adhere to the organization’s policies, procedures and other relevant compliance needs.
• Strive to meet annual business goals in support of the organization’s strategic goals.
• 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.

Experience and/or Education

Required

• Minimum 5 years’ experience in security administration

• Unarmed Professional Certification (current or obtained within 6 months of hire)
• Unarmed Instructor Certification (current or obtained within 6 months of hire)
• Oregon Department of Public Safety Standards and Training (DPSST) Executive Manager Certification

Preferred

• 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

Skills and Abilities

• Ability to manage, coach, and develop teams
• Ability to work effectively with constantly changing priorities and situations
• Ability to take the initiative and work independently
• Ability to learn and maintain current knowledge of laws and regulations related to security and other areas of responsibility
• Ability to read, comprehend and interpret documents such as security regulations and instructional and procedural manuals
• Ability to maintain professional relationships with internal staff and external vendors
• Ability to define problems and resolve them quickly
• Ability to learn and use basic office software applications as needed
• Strong administrative and budgeting skills
• Ability to successfully manage multiple tasks and work well under pressure

• Ability to work effectively with diverse individuals and groups

• Ability to see, read, and perform repetitive finger and wrist movement for at least 6 hours/day
• 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 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.

Equal opportunity employer. This company considers all candidates regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.