OREGON DAIRY PRODUCTS COMMISSION  

Operations Director 

Job Description 

Team:                                 Accounting and Operations 

Reports To:                       Executive Director 

Agency Number:             61700 

Work Location:                Tigard, Oregon 

FTE/FLSA:                        1.00 – Full Time/Exempt 

Supervisory:                      None 

Organization Overview 

Our Vision 
A thriving Oregon dairy industry now and for the future. 

Our Mission 
Through innovation and education, we advance the success of Oregon dairy farmers and dairy communities to inspire lifetime consumers. 

Our Values 

• Truth: We are guided by peer-reviewed science, strategic insights, and consumer behavior. 
• Health/Wellness: Through our work we support the advancement of human health, animal welfare, and environmental sustainability. 
• Excellence: We are a trusted expert source on all things Oregon dairy, award winning farms, processors, and dairy foods, with a proven track record of industry support. 
• Community: The wellbeing of our communities and farm families is at the heart of what we do. We work collaboratively, locally, from the farm to the table as a partner in the Oregon food and agriculture system. 

The Oregon Dairy Products Commission (ODPC) is funded through assessments paid by Oregon dairy farmers and processors.  Under the supervision of an executive director, a team of professionals develop and execute a strategic plan that includes programming in nutrition, school wellness, communications, and business development.  Our work is pre-competitive and supports the entire dairy food system – small and large, new and established – and the full range of dairy products.   

The ODPC is governed by members of the Oregon Dairy Products Commission, who are appointed by the Director of the Oregon Department of Agriculture (ODA). The ODPC is one of the industry-funded commissions that are part of the ODA Commodity Commission Program, with statutory authority provided by ORS 576. Oregon Dairy Products Commission (ODPC) does its business as the Oregon Dairy Council (ODC).   

Primary Purpose 

The Operations Director holds responsibilities to ODC in the areas of finance & accounting, internal systems and processes, general regulatory compliance, and supports human resources administration. Responsible for maintaining fiscal stability through effective, strategic planning and resource allocation. Manages and performs administrative and information technology operations on behalf of ODC. Partners with and supports the Executive Director in activities to further the mission and long-term vision of ODC.  

Duties and Responsibilities  

Conducts general operations activities: 

• Manages the Commission’s contracting process, including coordination of reviews by Oregon Department of Agriculture and Oregon Department of Justice.  
• Provides all administrative functions including but not limited to: Board support, public meetings notices, public records management, compliance with legal statutes, administrative rules, and inventory management. 
• Provides support for Board of Commissioners including but not limited to: meeting packet preparation, travel arrangements, catering, reimbursement and other as assigned. 
• Administers operations of Commission’s office and activities required to maintain leasing contract. Ensures adequate office supplies, equipment, and office furnishings. 
• Assists employees with supply orders, office-related needs, and operations-related questions.  
• Solves problems within scope of responsibility and involves Executive Director for additional approvals when necessary. 
• Assesses and provides recommendations for improved efficiencies or workflow changes, including technology-focused resources. 
• Performs other relevant duties in the pursuit of efficient and effective internal processes & systems.  
• Supervises the work outputs and performance of contracted vendors hired for specific activities and/or ongoing support to ODC.  
• Resolves any operations-related issues timely and respectfully. 

Manages all accounting & budgeting activities on behalf of the organization: 

• Processes accounts payable, other cash disbursements, accounts receivable, and other cash receipts. 
• Reviews all transactions for proper authorization, coding, and contract compliance. Performs all reconciliations.  
• Performs revenue collection including producer and processor assessments and grants. 
• Prepares ODC financials in alignment & compliance with GAAP. Conducts monthly financial review with Executive Director and Treasurer. 
• Prepares documentation and records for fiscal audits, as well as internal and other external reporting needs. Keeps Executive Director & Commission Board abreast of ODC’s financial health. 
• Decides and enforces internal controls for fiscal management and spending oversight. 
• Enters payroll data and processes payroll with third-party program in accordance with state and federal laws dictating appropriate deductions reimbursements, and withholdings. Investigates and resolves any payroll discrepancies appropriately. 
• Works with Executive Director to develop and manage the annual budget. 
• Prepares all state and federal reports with review and approval by Executive Director. Includes: USDA DA-13, annual state CAFR, state risk management and quarterly delinquent AR, DMI budget forecast tool and UMP reporting. 

Supports human resources administration: 

• Serves as ODC’s human resources administrator for employee benefit resources. Informs employees of changes to benefits offered through PEBB and PERS.  Manages open enrollment and any change of status. Calculates employee contribution annually. 
• Supports the Executive Director with recruitment, on/off-boarding and employee records management. 

Oversees and manages IT systems within the organization: 

• Manages contracts with IT vendors to maintain IT systems and information security. 
• Purchases software and hardware according to schedule and within budget.  Oversees the licensing of all software used by the organization. 
• Manages IT/AV for office and remote meetings. 

Supports program delivery and oversees budgetary impacts of programming:  

• Actively participates in staff meetings to stay informed of program activities. 
• Develops resources for program planning and forecasting. Aligns and/or integrates accounting information and support to the timeline(s) and need(s) of identified projects. 
• Attends meetings with external partners. Shares and incorporates new ideas, suggestions, or creative solutions as appropriate and relevant to the programming of ODC. 
• Provides program staff with reports for effective management of budgets within their respective areas. 

Attributes for Success 

• Reflects behaviors associated with ODC’s core values of truth, health and wellness, excellence, and community. 
• Strong desire to work in agriculture and for dairy farmers to support the dairy industry in Oregon and around the world. 
• Demonstrates strong organization and planning skills. 
• Exceptional attention to detail. 
• Positive attitude. 
• Works collaboratively to achieve success. 
• Uses a creative approach to sharing information in an understandable way. 
• Effectively manages workload independently. 
• Strong problem-solving skills and ability to be solution-oriented. 
• Takes ownership for own decisions, work results and success within the organization. 
• Willing to travel up to 20% throughout the state of Oregon, with occasional travel to national meetings and events. 
• Willing to be available on occasional nights or weekends for events. 
• Seeks out additional education and training to enhance and continuously develop knowledge and skills. 

Minimum Qualifications and Experience  

• Bachelor’s degree in accounting, finance, business administration, or other, relevant field and a minimum of ten (10) years’ experience in operations, specifically including previous operations leadership.  
• An equivalent combination of education and experience may be considered. 
• Intermediate to advanced accounting software skills, particularly in Sage Intacct. 
• Demonstrated knowledge of GAAP accounting principles. 
• Experience in working with legal considerations including contracting, human resources, and government policy. 
• Experience in human resources, including benefits, policy, and other HR support. 
• Strong leadership and teamwork capabilities. 
• Ability to develop and maintain genuine, strong, working professional relationships. 
• Technical writing skills and good grammar. 
• Ability to effectively manage workload independently. 
• Intermediate proficiency with Microsoft Office Suite (i.e., Word, PowerPoint, Outlook, etc.) 
• Advanced proficiency in Excel. 
• Proficiency with Smartsheet and Concur. 
• Intermediate mathematics skills and ability to apply accounting formulas accurately. 
• Valid, insurable driver’s license and access to reliable transportation for business travel. 
• Ability to follow a hybrid schedule with required days in-office. 

Physical Demands 

• Sitting/Standing/Walking/Reaching/Lifting/Carrying 
• Talking/Hearing 
• Keying/Typing 

Mental or Visual Demands 

• Near and far vision needed to see and/or interpret information on computer screens. 
• Ability to concentrate for long periods of time while performing detail-oriented work. 
• Ability to manage frequent interruptions throughout the day and return to task quickly. 

FLSA: Exempt – Administrative