Director of Business Operations

Operations and Policy Analyst 2

Salary: $105,000 - $130,000

Hybrid Work Schedule: This position is primarily stationed in the OFRI office in Portland. Hybrid work schedule is allowed as needed and tasks allow.

The Agency

The Oregon Forest Resources Institute (OFRI) supports the forest sector and the stewardship of natural resources by advancing Oregonians’ understanding of the social, environmental and economic benefits of our forests.

OFRI achieves its mission through educational programs and educational media, as well as the dissemination of information through conferences, symposia, research, workshops, publications, videos, field tours and classroom presentations. OFRI develops educational programs for the public, forest landowners and other audiences, including K-12 teachers and students. OFRI’s educational programs and materials emphasize the importance of Oregon’s rich forest endowment and how science-based forestry, responsible wood products manufacturing and a balanced approach to forest management can meet the social, environmental and economic needs of both present and future generations.

A 13-member board of directors governs OFRI. The State Forester appoints 11 of the board members. There are also two non-voting members, the Dean of the Oregon State University College of Forestry and a public member appointed jointly by the President of the Oregon Senate and the Speaker of the Oregon House of Representatives. An Oregon Department of Forestry liaison assists the board. OFRI is headquartered in Portland with a second office in Silverton at The Oregon Garden, where it manages a 15-acre demonstration forest.

OFRI employs nine full-time permanent staff and one part-time social media intern. Revenue to support the OFRI’s educational programs comes from a portion of the forest products harvest tax, which is levied on forest landowners and is based on the amount of timber that they harvest. The Institute does not receive state general fund money. OFRI operates on a fiscal year budget (July – June), which is certified by the Oregon State Forester following a public review process. The fiscal year 2025-26 budget is $4.8 million.

What we are looking for

OFRI is looking for an Operations and Policy Analyst 2 to direct the office administration and support the executive director, OFRI staff and the board of directors in the development of programs and projects to carry out OFRI’s mission and objectives. The position reports to the executive director. Here are some of the duties you will be doing.

Administration

Coordinates all administrative and business operation activities of OFRI, including financial, secretarial, general office, records processing and clerical related tasks. Serves as primary point of contact for administrative and business operations questions from agency employees and outside contractors.
Oversees accurate maintenance of personnel and payroll records. Coordinates and manages record and file systems; coordinates inventory, and schedules transfer and destruction of agency records; identifies and analyzes records to make certain records are preserved.
Manages implementation and oversight for M365 email retention for staff and board members.
Evaluates forms and records systems to make certain they comply with program needs and regulations, identifies deficiencies and decides content of forms.
Leads recruitment for agency positions ensuring compliance with all applicable guidelines.
Prepares contracts and agreements, monitors contract progress and compliance.
Acts as a resource to executive director and board of directors regarding personnel and payroll matters to ensure compliance and understanding. Interprets and explains policies and procedures and answers questions regarding attendance, benefits, overtime and other personnel or payroll related items (including risk management and employment law).
Participates in management policy and program planning directly related to office operation.
Interprets and applies state and federal laws, administrative rules, generally accepted accounting principles, agency rules and policies and procedures regarding personal service contracts, purchasing, travel and accounting to ensure compliance and understanding.
Evaluates administrative rules and draft revisions or new rules based on statute or changes in legislation. Reviews and recommends revisions to administrative rules, policy and procedure manuals. Recommends office policies and work procedures, and implements new, or revised, procedures to improve workflow.
Prepares and ensures the completeness and accuracy of personal services contracts, interagency and other agreements. Reviews contractor billings to assure processing compliance, accuracy of claims and compliance with contract restrictions.
Maintains physical equipment and supply inventories and initiates formal physical equipment and supply inventory for year-end CAFR reporting.
Coordinates and participates in candidate interviews as required. Provides orientation for new employees, board members and interns. Helps determine training needs of staff and arranges for, or provides, training programs.
Monitors personal services contracts, interagency agreements, telecommunications service orders, contract release orders, purchase orders, print orders and vouchers for audit trail.
Receives and responds to public records requests, in coordination with executive and deputy directors.
Composes correspondence, memos, personnel actions and reports as required.

Financial

Primary budget advisor for agency. Ensures budget process meets state requirements, including public hearing and submission of approved proposed budget to State Forester. Tracks expenditures to ensure compliance with budget line items and contract restrictions.
Prepares budget requests, projecting resource needs and revenues; supports and explains budget reports.
Establishes and maintains business and internal accounting controls to safeguard assets and ensure integrity of data. Develops and maintains procedures and controls for accounting functions such as accounts payable, accounts receivable, contracts, grants, inventory and purchasing. Sets up account codes. Analyzes monthly expenditure reports and ensures compliance with accepted accounting principles.
Prepares information for the statewide financial and accounting reports and statements. Prepares required annual financial statements and related notes and disclosures. Prepares required annual grant funding financial statements.
Gathers, maintains and reports data for the fiscal year annual benchmarks and performance measurements.
Prepares year-end financial reports to ensure accuracy and timely reporting.
Approves payment of invoices and reimbursement of expenses.

Director Support

Assists in preparation of statewide education programs, materials, accommodations and other arrangements to disseminate educational information to public and private audiences.
Assists executive director in carrying out decisions of the board to meet mission and objectives.
Assists in preparing reports, correspondence and position papers on industry issues.
Participates on task forces or advisory committees.
May act with delegated authority on behalf of executive director during director’s absence.

Board of Directors Support

Create board meeting agenda and agenda notes.
Post agenda on transparency website.
Coordinate board nominations process/publish public notice in Capital Press.
Maintain board contact list.
Work with contractor to update board historical document.
Assist business operations assistant when needed.

Minimum qualifications

A Bachelor's Degree in Business or Public Administration, Behavioral or Social Sciences, Finance, Political Science or any degree demonstrating the capacity for the knowledge and skills; and two years professional-level evaluative, analytical and planning work.
OR;
Any combination of experience and education equivalent to five years of experience that typically supports the knowledge and skills for the classification.

Note: Driver’s License Check - This position requires the operation of a state vehicle for the purpose of conducting official State business. If your license is from outside Oregon, you must submit at least a three-year court/DMV printout. If you have an Oregon driver’s license, a record check will be conducted on the top candidate to ensure a valid license and acceptable driving record.

Note: Criminal Background Check - This position requires a criminal background check.

Help Your Application Rise to the Top

Your candidate profile, cover letter and resume are the perfect opportunity to highlight your interest in the position and showcase the amazing skills and experience, making you the best candidate for the position. Candidates whose training and/or experience most closely match the requirements and needs of the position and who attach all necessary documents will be eligible for an interview. Submissions will be screened for consistency of information and communication skills at the professional level (attention to detail, spelling, grammar, etc.).

How to apply

Current State of Oregon employees: You must apply through your employee Workday account. Please ensure the work history in your applicant profile is up to date.
Cover letter and resume are both required:Failure to submit the required cover letter or resume will remove your application from consideration. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.

Benefits

Work/life balance and a supportive working environment.
11 paid holidays a year.
Paid sick leave, vacation and personal leave.
Comprehensive medical, dental and vision plans for employee and qualified family members. Find out more about our competitive benefits packages. Click here to visit our full benefits website.
Optional benefits additions such as flexible spending accounts, term life and more.
When you become PERS (Public Employee Retirement System) eligible, your base salary will increase by 6.95%, and you will pay the 6% employee contribution to PERS.

Additional details

This is a management service, unrepresented position and under ORS 526.632, is not subject to personnel compensation plans for state employees established by the Oregon Department of Administrative Services under ORS 240.235 (Compensation plan for classified service). This position is subject to ORS 240.190 (Policy on comparability of value of work and compensation and classification), ORS 240.215 (Classification Plan) and ORS 240.217 (Certain reclassifications prohibited). This position is subject to statewide human resources policies except where in conflict with ORS 526.632.
If you have questions about this recruitment, please contact Hiring Manager: Kathy Storm, Director of Business Operations, storm@ofri.org
Agency does not offer visa sponsorship. Within three days of hire, all applicants will be required to complete the US Department of Homeland Security's Form I-9, confirming authorization to work in the United States.
Veterans: If you are an eligible veteran and you meet the qualifications, veterans' preference points will be added to your score. After you have applied you will be sent a task in your Workday account to provide your veteran documentation at that time. For further information, please see the following website: Veterans Resources.

The State of Oregon commits to equity and diversity in all that we do. We are an affirmative Action/Equal Opportunity employer and encourage applications from members of historically underrepresented racial/ethnic groups, women, and individuals with disabilities, veterans, LGBTQ community members and others to help us achieve our vision of a diverse and inclusive community.

Oregon Forest Resources Institute Jobs

Operations and Policy Analyst 2 - Director of Business Operations