HR & Operations Director

Clackamas Women's Services | Oregon City, OR

Posted Date 5/09/2022
Description

Staff with bilingual competencies provide an additional and essential value to our organization and we increase our starting wage accordingly for bilingual staff.

Note to Candidates:

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every single one of the qualifications as described in a job description. Clackamas Women’s Services is committed to building a diverse and inclusive organization and we strongly encourage you to apply, even if you don’t believe you meet every one of the qualifications as described or if you require a reasonable accommodation to apply for or perform job duties. 

About Clackamas Women’s Services (CWS)

Clackamas Women’s Services (CWS) was incorporated in 1985 as Clackamas County’s first shelter for survivors escaping family violence and domestic abuse. CWS’ service delivery framework is built on trauma-informed best practices that promote safety and self-determination. Our vision is to live in a society that no longer tolerates domestic and sexual violence, but rather thrives on mutual respect.

CWS offers comprehensive, responsive solutions for adults and children impacted by sexual assault, domestic violence, stalking, the sex industry, and elder abuse. Through our emergency shelter, A Safe Place Family Justice Center, satellite offices and throughout the community, CWS coordinates services with other public and private agencies in order to best serve survivors seeking help. Participants in our programs receive no-cost services by highly trained staff.

CWS is committed to building an organizational culture that reflects our values. We envision a community of survivors, staff, partners, volunteers, and donors who are deeply committed to breaking the isolation of domestic and sexual violence.  We do this by creating community and partnership, honoring, and celebrating survivors, and engaging in work toward equity and social change through community engagement and by investing internally in continual improvement and learning processes. We are dedicated to the ongoing work of creating and sustaining a community where everyone can thrive.

Benefits of working at CWS: 

Clackamas Women’s Services is proud to offer competitive wages, paying above market for all positions and offering a full package of benefits including:

  • 100% employer-paid health, dental, vision, and alternative care benefits.
  • 100% employer-paid long-term disability and life insurance.
  • Generous PTO (39.5 days in first year based on accrual).
  • Paid day off for birthday.
  • Paid parental leave.
  • Monthly retirement plan contribution of 4%.
  • Anniversary bonus, $25/year of service.
  • Employee Assistance Program.
  • Professional development opportunities.
  • CWS was voted (by our staff) as one of the 100 Best Nonprofits to Work for in Oregon!
  • Work with a heart-centered team providing culturally responsive emergency, transitional, and long-term supports, and services. CWS helps survivors build hope and resilience so they can achieve their goals for personal safety, physical and mental wellness, financial autonomy, and family stability.

Position Overview:

This position is responsible for the day-to-day operations of the agency’s offices, managing the organization’s HR functions, and assisting in creating organizational infrastructure and positive staff culture.

Requires strong interpersonal and communication skills in order to share information and provide support to staff, as well as to communicate with partners and others in a way which consistently reflects agency values.  The job requires a high level of sound judgment, organization, and problem solving as they work independently, while coordinating efforts and receiving instruction from supervisor. Position requires a high level of confidentiality due to the nature of the work. Requires ability to complete prioritized tasks and projects to advance agency goals while remaining available for ongoing staff needs and interruptions to scheduled work.

Key Responsibilities:

  • Provide daily, on-site presence at A Safe Place Family Justice Center and other CWS worksites. Facilitate and contribute to a positive agency culture.
  • Provide regular supervision and guide the work of HR Associate.
  • Document and respond to employee requests in a timely manner. Solicit and listen to employee concerns and take an active role in resolving problems; provide information, or facilitate employees’ ability to obtain information about benefits, compensation, employee education/training and other employee-related programs and services.
  • Communicate, guide, partner, and support managers on employee relations and issues.
  • Review, investigate, advise, and ensure appropriate actions are taken with respect to employee corrective actions, policies, procedures and workforce reductions, employment-related disputes, disciplinary procedures, investigations, terminations, etc.
  • Ensure legal and regulatory compliance by monitoring and implementing applicable human resource federal and state regulations.
  • Prepare, recommend, and update human resource policies and procedures and communicate updates to staff and partners. Update and maintain employee handbooks annually and as needed.
  • Provide leadership in agency-wide DEI work. Continue to elevate the agencies DEI values in all facets of HR and lead implementation of aligning HR policies with DEI best practice. Coordinate ongoing staff trainings and learning opportunities and take lead in the coordination of DEI consultants.
  • Oversee agency staff recruitment including the coordination of all employment advertising, processing of applications, communication with applicants and scheduling of interviews. Implement strategies to increase applicant outreach, particularly to marginalized communities.
  • Manage hiring, onboarding, and departures of staff; scheduling, coordinating and participating in interviews, checking references, offering positions, conducting background checks, managing employment orientation and paperwork.
  • Conduct exit interviews and paperwork, facilitate staff exit celebrations.
  • Manage personnel files, HR files, and HR drives.
  • Regularly update job requirements, job descriptions, and organizational chart as needed.
  • Oversee and maintain compensation structure, manage staff wage increases and recordkeeping. Work with independent HR Consultants to perform analysis for proper pay grades and salary structures, conduct periodic wage surveys to ensure that CWS remains competitive in the market. Work with Finance Dept. to implement increases.
  • Manage online timesheet system including creating and managing staff profiles, providing trainings and regular staff reminders. Conducting audits to ensure compliance with CWS policies.
  • Approve all monthly timesheets, ensuring accuracy and correct allocations, and send payroll change report to Finance Team for processing.
  • Track staff PTO, providing regular updates to managers and provide communication and reminders to staff regarding agency holidays and office closures. Support staff in understanding and accessing PTO available to them.
  • Manage all aspects of employee benefits. Coordinate, provide, and maintain employee benefits programs (health benefits, EAP, long term disability, life insurance, supplemental coverage), obtain, and evaluate benefit contract bids and conduct open enrollment for all staff. Maintain relationships with brokers/account managers.
  • Administer and track FMLA, OFLA and other leave of absence programs.
  • Administer ADA and Worker’s Compensation program and accommodations.
  • Oversee Agency 401(k) retirement plan and manage staff enrollment and records, coordination of trainings, required notification delivery, fund disbursement approval, record keeping, annual 5500 preparation, and organizing committee meetings when needed.
  • Continually evaluate and update HR forms and documents.
  • Manage organizational insurance policies including General Liability, Vehicle Insurance, and Worker’s Compensation. Maintain relationships with agents.
  • Manage and/or provide ongoing training and skill-building for CWS managers and supervisors.
  • Oversee logistics for staff training, lodging, per diem, travel.  Maintain staff training records.
  • Facilitate annual review process for agency, developing and updating review tools, providing training and support to management staff, engaging all staff in feedback processes, and ensuring timely completion of reviews.
  • Work with managers to maximize staff accomplishment as well as personal and professional growth and development.
  • Oversee staff wellness initiatives, birthdays, anniversaries, and accomplishments. Guide and support HR Associate in implementation.
  • Plan the agenda and logistics for all staff meetings and annual staff gatherings.
  • Participate in Admin team meeting and program meetings and leadership team meetings as needed.
  • Serve as first point of contact for agency IT needs or support and serve as the primary interface to network support and IT vendor and manage staff IT requests.
  • Provide basic troubleshooting and maintenance of electronic equipment (hardware/software issues), basic networking issues, email systems, phone systems, website.
  • Coordinate office equipment purchase, leases, and maintenance.
  • Maintain inventory of office supplies; order office and staff supplies as needed.
  • Manage operations for out-stationed offices; coordinate office set up and logistics for new out-stationed offices, maintain lease or rental contracts, assist staff in maintaining inventory, phone, and electronic needs.
  • Manage agency FJC based vehicle registration and maintenance.
  • Assist in preparing agency documents, reports, and other written correspondence.
  • Delegated decision-making authority by Executive Director in special matters or as a representative for the agency in the absence of Executive Director or Deputy Director.
  • Other position related or administrative duties as assigned.

General Responsibilities:

  1. Represent the mission, value, and philosophy of CWS to program participants, employees, Community partners, and to the public.
  2. Represent and reflect the values of the agency through direct communication and collaboration with co-workers, partners, and participants.
  3. Model values of equity and inclusion in decision making and daily work.
  4. Participate in speaking engagements and educational trainings as requested.
  5. Attend CWS all staff meetings and regular team meetings when needed.
  6. Attend bi-weekly FJC Partner meeting and other meetings as needed.
  7. Meet regularly with the Deputy Director to plan and prioritize projects.
  8. Submit necessary monthly timesheets and mileage reimbursement forms.
  9. Manage daily schedule appropriately.
  10. Other duties as assigned.

Qualifications:

  • Minimum 5 years HR Management experience or 1 year HR Director experience.
  • Minimum 5 years supervision experience.
  • Sensitivity to issues of domestic and sexual violence.
  • Degree or relative experience in Administration, with an emphasis on Human Resources.
  • Ability to maintain a high level of professionalism, discretion, and confidentiality.
  • Excellent time management and organizational skills.
  • Ability to communicate effectively with staff at all levels of the organization.
  • Must be able to exercise discretion and judgment in daily performance.
  • Employee benefits administration experience.
  • The ability to self-organize and efficiently manage multiple priorities.
  • A keen sense of prioritization and follow-through.
  • Strong organizational skills.
  • Thorough computer skills and understanding of Microsoft networks.
  • Excellent written and verbal communication skills.
  • Strong Internet navigation and research skills.
  • Enthusiasm for working collaboratively with a wide range of public and private systems intersecting with the DVSA field (law enforcement, DHS, courts, education, etc.).
  • Reliable transportation required; position includes use of personal vehicle to complete some tasks.
  • Must be able to travel throughout Clackamas County and the Greater Portland Area.
  • The person in this position frequently: moves equipment, furniture, and other items (up to 50 lbs.) from one place to another, assists in and regularly moves throughout CWS worksites to access files, meet with staff and vendors, and supports operation functions.

We are committed to building a diverse and inclusive workforce that represents the communities we serve. Women, people of color, LGBTQ+, older adults and people with disabilities are strongly encouraged to apply.

Please submit a cover letter and resume to hr@cwsor.org with subject line “HR Operations Director”.

Listing Type
Jobs
Categories
Nonprofit
Position Type
Full Time
Experience Level
Senior Level
Employer Type
Direct Employer
Salary
$76,745
Salary Type
Commensurate with Experience

Share this job