Business Operations & Technology Services Manager (BOTS)

Job Description:

MAKE A DIFFERENCE with us. 

Put your management skills to work in a mission-driven environment.

Northwest Senior and Disability Services is seeking an exceptional individual who exemplifies leadership, has solid management skills, and can think critically to manage teams of social services workers.

Recruitment #:     151-02-25

Closes:                 March 17, 2025 (Internal & External)

Location:              Salem, OR

Salary range:       Starting at $8,277 per month, with excellent benefits (see below).

Benefits: Agency Sponsored: Medical/Dental 100% paid for employee and 90-98% for dependents, generous Paid-time off, Public Employee Retirement (PERS), Employee Assistance Plan, Long Term Disability, and qualifying for the Public Service Student Loan Forgiveness (PSLF). Employee paid: Deferred Compensation, Life Insurance, Short Term Disability, Colonial Life Supplemental Plans, Legal Shield

General Description

Manages and integrates technology and operational services to ensure organizational effectiveness and alignment with the mission and values of NorthWest Senior & Disability Services (NWSDS). Oversees IT infrastructure, facilities, procurement, fleet, contracts, risk management, and project implementations, ensuring compliance, safety, and optimal performance across all functions.

Essential Functions

1.     Lead strategic IT and technology initiatives
2.     Manage facilities and maintenance operations
3.     Oversee procurement and contract administration
4.     Administer fleet and equipment operations
5.     Lead safety and compliance initiatives
6.     Provide leadership and staff development
7.     Provide excellent customer service in a professional manner

1.     Lead Strategic IT and Technology Initiatives

• Guide and support the IT Program Manager in overseeing IT projects, including rollouts, security analysis, and system upgrades, ensuring timely and effective execution.
• Direct IT infrastructure to ensure security and operational efficiency, including redundancy planning, network administration, data backups, server management (host and email) maintenance.
• Collaborate with executive management to assess, implement, and maintain IT systems that enhance network performance and user experience.

2.     Manage Facilities and Maintenance Operations

• Supervise maintenance staff, ensuring efficient operations and compliance with contract terms.
• Ensure agency buildings and facilities meet safety, compliance, and accessibility standards by overseeing maintenance services, including HVAC, elevators, and office fixtures.
• Develop and implement strategic plans for facility maintenance, renovations, and new site development.

3.     Oversee Procurement and Contract Administration

• Ensure compliance with Oregon’s public contracting requirements across procurement activities, including small, intermediate, and formal processes.
• Develop, review, and manage Requests for Proposals (RFPs) and contracts for services, facilities, and equipment.
• Monitor vendor performance and procurement processes to ensure cost-effectiveness and service quality.

4.     Administer Fleet and Equipment Operations

• Direct agency fleet vehicle operations, including maintenance, usage, and compliance with safety regulations.
• Develop and implement strategic plans for the maintenance, replacement, and disposal of agency vehicles and equipment.
• Coordinate with maintenance teams and external vendors to manage necessary repairs and system upgrades.

5.     Lead Safety and Compliance Initiatives

• Lead the agency’s safety programs, ensuring compliance with workplace safety regulations and promoting a safe work environment for employees and visitors.
• Develop and implement the Emergency Preparedness Plan, including conducting safety training and drills.
• Oversee workplace safety measures, including ergonomic assessments, hazard mitigation, and compliance with OSHA standards.
• Act as a Mandatory Reporter for vulnerable populations and uphold compliance with privacy regulations.

6.     Provide Leadership and Staff Development

• Lead, mentor, and develop cross-functional teams, including IT, and maintenance, fostering alignment with agency objectives.
• Cultivate a culture of accountability, professionalism, and interdepartmental collaboration.
• Facilitate professional development and training opportunities to enhance employee skillsets and performance.

7.     Provide excellent customer service in a professional manner

• Promote Agency goals and programs and enhance the Aging and Disability Resource Connection model.
• Exhibit sound decision making and problem solving.
• Meet quality standards in accuracy and timeliness.
• Exhibit good work habits.
• Follow policy and procedure.
• Work independently, seeking and offering assistance when needed.
• Exhibit technology skills related to the work needing to be done, (word processing, spreadsheets, database, internet research, mail, IM, phones, copiers, assessment programs such as CAPS, Oregon ACCESS, etc.)
• Exhibit a positive attitude towards clients, co-workers and others.

Job-Specific Skills Required

• Management experience and knowledge to perform duties.
• Ability to develop and implement policies and procedures for IT security, facilities management, and safety programs.
• Proficiency in contract negotiation and vendor management.
• Knowledge of database management, reporting tools, and business intelligence systems.
• Strong analytical and problem-solving skills to address operational and technical challenges.
• Experience in implementing and maintaining enterprise resource planning (ERP) systems.
• Ability to effectively manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills for internal and external stakeholder engagement.
• Proficiency in Microsoft Office Suite, project management software, and other relevant IT tools.
• Ability to train and coach staff.
• The ability to understand, articulate and implement a vision in the areas of business operations and technology services, and how these services fit within the vision and mission of the Agency.

General Skills Required

• Remain calm in potentially tense and/or adversarial situations.
• Ability to work with a wide variety of individuals and small groups.
• Presentation skills.
• Speak, read, write, and understand English.
• Understand, follow and provide verbal and written instructions.

Supervisory Responsibilities

• IT Project Manager
• Maintenance Specialist
• Administrative Assistant 2