Director of Public Safety and Operations

PRIMARY PURPOSE

The Director of Public Safety and Operations reports directly to the Oregon State Fair and Exposition Center Director/CEO.

This position directs, coordinates, manages OSFEC’s day-to-day public safety and operational functions including facility and equipment maintenance, and deferred maintenance and capital construction projects; and directs, coordinates and manages specific State Fair operational activities including pre/post-fair production, parking, camping, and janitorial/grounds cleanup. Including contracting of and managing law enforcement, gate security, overall security needs, DOJ and emergency medical technician’s responsibilities year-round and during the Oregon State Fair and special events. The ultimate purpose of this position is to develop and implement effective operational policies and procedures that will significantly contribute to OSFEC’s growth, financial profitability, safety and effective operation and preservation of the facilities and grounds at OSFEC. This position requires a hands-on approach working directly with the Operations team.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Key Overall Responsibilities

· Participates in assisting the Director/CEO with matters related to the overall success of the organization.

· Develops and implement goals, objectives, policies and procedures related to assigned responsibilities. Assists in the development and implementation of long and short-term strategic and organizational plans.

· Assist in developing and mutually agreeing on an overall budget pertaining to year-round and Fair public safety and operations for personnel, services/supplies and contracts.

· Builds and maintains positive working relationships with other members of the management team, Operations team, employees, contractors, other resources and the public using principles of professionalism and excellent customer service.

· Recommends the appointment of personnel; provides or coordinates staff training; assists in conducting performance evaluations; assists in implementing discipline procedures as required; maintains high standards necessary for the efficient and professional operation of the OSFEC.

· Researches and prepares technical and administrative reports, correspondence, and other written communication.

· Communicates, verbally and in writing, in a diplomatic manner with clarity and professionalism. Maintains a welcoming professional environment and demeanor while serving guests in person, on the phone or via email.

· Organizes and maintains an electronic and hard copy filing system to store OSFEC records pertaining to this position. Trains assigned staff to proficiently maintain filing systems and operate pertinent software programs.

· Performs a wide range of administrative, financial and operational responsibilities that cross all OSFEC Departments.

· Coordinates assigned OSFEC and State Fair responsibilities and activities with other OSFEC departments.

· Directs and works with the Operations team to oversee the operations and day-to-day running of the facility.

· Develops relationships with local government personnel such as the Fire Marshal, Code Compliance Officers, Public Works, Traffic and Safety and Police pertaining to the Life and Safety and other lawful operations of the fairgrounds and its facility.

Risk Management

· Responsible for the OSFEC’s Risk Management and Employee Safety Program. Collaborates with staff and consultants to develop regulatory standards, program objectives and environmental and safety policies. Identifies corrective action strategies and provides periodic status reports to management.

· Responsible for developing and implementing the following programs that comply with Oregon Occupational Safety and Health Department (OSHA) statutes, administrative rules and recommendations. This list is not all inclusive and may include additional topics in the future as directed by Oregon OSHA:

o Injury and Illness Prevention Program

o Assessing and providing the required Personal Protective Equipment

o Written Hazard Communication Program

o Accident Investigation Program

o Vehicle, Forklift, Aerial Device Training and Inspection

o Golf Cart/ATV Safety Training:

o Fall Protection Policy

o Onsite evaluation during the annual Fair and non-fair events to ensure that Directors, managers, supervisors and employees are complying with all aspects of the Oregon State Fair Employee Safety Program.

o Develop an annual report that evaluates the OSFEC Employee Safety Program and provides recommendations for improved employee safety.

· Monitors and ensures that certificates of insurance for all contracts and leases comply with OSFEC’s requirements, are current with respect to coverage period, limits and endorsements, and are updated as necessary.

· Assists directors, department managers, and supervisors with, and ensures timely completion of, reports documenting all accidents, injuries, property damage, claims and potential claims.

· Works with the CEO to submits documentation as required by DAS-RM and the State of Oregon regarding accidents, injuries, property damage, claims and potential claims.

· Maintains records of all such documentation, and all related correspondence, legal documents, and other materials.

· Works with DOJ to ensure all laws are being followed and seeks clarification as needed.

· Works with CEO and DOJ to assist with lawsuits.

· Ensures all public safety signage is up-to-date and contain pertinent information.

· Maintains records of all losses and litigation.

Physical Plant Operation Management

· Prioritizes, schedules, assigns, inspects and manages routine maintenance of OSFEC’s facilities and including regular inspection and upkeep of buildings, landscaping, gates and fences, roadways, parking lots, utility infrastructure including electrical, plumbing, sewer, natural gas, and fire suppression systems.

· Plans and implements repairs to the facilities including but not limited to carpentry, painting, planting, and plumbing.

· Works with Project Manager on capital improvement projects.

· Regularly inspects, prioritizes, schedules, documents and manages maintenance and repairs of OSFEC's equipment including but not limited to vehicles, other rolling stock, and other equipment and tools utilized in the performance of facility and equipment maintenance.

· Physically work with Operations team to get projects completed.

· Supervises operations staff (direct hire) and temporary employees provided by personnel contractor. Responsible for assisting with hiring, coaching, training, performance review, and corrective action, if required. Authorizes weekly schedules for direct hires and any required temporary employees.

· Oversees and schedules contractors including but not limited to janitorial, electricians, plumbers, landscape contractors, HVAC, cleaning crews, security and sweeping. Works cooperatively with and gets approval from Director/CEO to solicit quotes or bids, negotiate terms and conditions for those services and others as required.

· Identifies, prioritizes and estimates cost of deferred maintenance needs of OSFEC's facilities and equipment, and provides recommendations to the Director/CEO regarding project priorities

· Assists with preparation of bid specifications and documents, securing bids, and developing contracts and purchasing materials related to deferred maintenance projects

· Plans, schedules, assigns, inspects and manages deferred maintenance projects approved by the Director/CEO.

· Manages Janitorial supply contract.

· Works directly with alarm company and deals with calls as needed. Set CEO as backup to receive alarm details.

Public Safety Management

· Mutually agree and assist with development of overall budget for personnel, services/supplies, and contracts with CEO and CFO.

· Construct and manage all public safety contracts.

· Oversee and manage operating procedures for investigating accidents, incidents, and criminal actions on the fairgrounds. Conduct training for staff on those procedures. Conduct or assign public safety staff to conduct and report on the investigations to the OSFEC management and safety officer. Maintain records on the investigations. Work with the OSF insurance agency of record as to the report format and reporting procedures.

· Oversee and manage the public safety team for the Oregon State Fair.

· Update and revise the OSFEC Emergency Action Plan as needed. Coordinate at least one emergency-based practice session at least three weeks prior to the Fair’s opening. Include key strategic staff in the practice session: OSF management and staff; Parking, Admissions, First Aid, Security Superintendents, and the OSF Law Enforcement Team.

· Train and mentor on all aspects of Public Safety Officer duties and coordination with all safety departments and agencies represented at OSFEC.

· Research, oversee and implement public safety needs at gates such as weapons detectors, bag checks and additional safety measures for the Oregon State Fair and year-round as needed.

State Fair Activities

· Organizes, directs and coordinates specific State Fair operational activities including pre/post-fair production, parking, camping, and janitorial/grounds cleanup.

· Hires, trains and coach’s department managers, supervisors and staff of assigned areas of responsibility. Monitors public safety and operations department budgets and guides managers and supervisors on maintaining budget limitations. Works to stay under or within budget.

· Requires supervisors of assigned areas of responsibility to provide annual department operational manuals that provide for consistent operations that adhere to policies and procedures.

· Works cooperatively with managers and supervisors of assigned areas of responsibility to develop long term plans for successful department operations.

Supervision

· Directly supervises a number of OSFEC full-time, part-time, temporary employees, volunteers and OSFEC contractors over a wide variety of disciplines to accomplish and fulfill the assigned functions and responsibilities pertaining to safety and operational needs.

· Communicates responsibilities and deadlines in advance to assigned staff and contractors.

· Provides coaching and training to improve employee performance. Takes corrective action, if necessary, and provides written documentation of any corrective action. For all employees and temp agency employees, corrective action and written documentation must be coordinated and approved by Director/CEO prior to any action being taken.

Other Duties as Assigned

· Perform additional duties as assigned by the Director/CEO.

MINIMUM QUALIFICATIONS AND EXPERIENCE

· Any combination of education and experience equivalent to the successful completion of a Bachelor’s degree from an accredited college or university and five years of increasingly responsible experience in fair, event or exhibition management, five years of responsible experience in Operations and Facilities maintenance, including two years of supervisory responsibility.

· Must pass criminal and financial background check.

· Must enter into a non-disclosure/confidentiality agreement.

· Courses are beneficial and encouraged that enhance the professional development of the employee, such as courses offered by the IAFE Institute of Fair Management, Western Fairs Association, Oregon Fairs Association Cascade Employers Association, and others.

SPECIALIZED EQUIPMENT & SOFTWARE PROGRAMS

· Microsoft Outlook, Word, Excel

· Adobe Sign

· Business phone system

· Motorized and non-motorized tools and equipment

OSFEC EMPLOYEE HANDBOOK

· The employee is required to read, sign and comply with the OSFEC Employee Handbook. The employee agrees to comply with all rules and policies outlined in the OSFEC Employee Handbook regardless whether they are conducting work on the OSFEC property or representing OSFEC at locations away from OSFEC property.

ATTENDANCE

· The individual holding this position must comply with the attendance requirements as specified in the Employee Handbook under “Punctuality and Regular Work Attendance.”

SAFETY

· The employee in this position is expected to comply with company safety standards as specified in the OSFEC Employee Handbook and the General Safety Procedures provided. JSA attached.

DRIVING

· This position may be required to drive their personal vehicles, if so, the employee will provide to the Director/CEO proof of valid insurance in amounts specified by the Director/CEO or his designee. If driving is required, the employee must possess a valid Oregon driver’s license.

Contact

Send resume to Kim Grewe-Powell at kgrewe-powell@oregonstatefair.org.

Job Type: Full-time

Pay: $75,000.00 - $85,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 12 hour shift
• Day shift
• Evening shift
• Holidays
• Monday to Friday
• Night shift
• Weekends as needed

Ability to Commute:

• Salem, OR 97301 (Required)

Ability to Relocate:

• Salem, OR 97301: Relocate before starting work (Required)

Work Location: In person

Salary : $75,000 - $85,000