Employee Operations Advocate in Saint Helens, Oregon at ADVOCATE ACCESS NW

POSITION SUMMARY:

The Employee Operations Advocate supports the daily operations of Advocate Access NW by coordinating employee scheduling, monitoring service authorizations, administering training assignments and compliance follow-up, and managing recurring employee and member reporting processes. This position also supports benefits administration and other employee-related operational activities.

The Employee Operations Advocate plays an important role in ensuring employees receive timely information, required activities are completed, and agency processes are carried out accurately and consistently. This position requires strong organizational skills, attention to detail, sound judgment, and the ability to independently manage multiple responsibilities and deadlines while collaborating with administrative staff across departments.

KEY RESPONSIBILITIES:

Employee Scheduling and Coordination

• Create, maintain, and post employee schedules weekly in accordance with agency procedures.
• Monitor and respond to scheduling changes and absences to help ensure appropriate coverage.
• Coordinate with Service Support Advocates to address coverage needs.
• Communicate timely schedule updates to affected employees and administrative staff.

Service Authorization Monitoring and Communication

• Prepare and maintain reports tracking authorized service hours and transportation miles for members.
• Monitor authorization usage daily against approved and held billing reports to identify approaching limits, potential overages, and other concerns.
• Communicate authorization usage updates and notifications to members and Direct Support Professionals (DSPs) according to established agency procedures.
• Maintain accurate records of notifications, follow-up activities, and identified concerns.
• Prepare monthly utilization reports to identify trends and service opportunities.

Training Administration and Compliance

• Assign required training agency-wide according to established training schedules, employee roles, individual needs, and agency requirements.
• Monitor training expirations, completion, approaching deadlines, and overdue assignments.
• Send timely reminders to employees regarding outstanding requirements.
• Distribute required acknowledgment forms when training or reporting deadlines are missed, following established corrective action procedures.
• Initiate applicable work suspensions or clock-in restrictions when required training or tasks remain incomplete, in accordance with agency policy and established approval processes.
• Coordinate with administrative staff as needed when a DSP needs training or is restricted from work.
• Maintain accurate training records and communicate compliance concerns to the People & Culture Advocate as needed.

Monthly Member Success Report (MMSR) Coordination

• Schedule, initiate, and update Monthly Member Success Report (MMSR) launches.
• Monitor MMSR completion and identify overdue or incomplete reports.
• Coordinate with administrative staff to address reporting issues and required follow-up.
• Communicate reminders and expectations to employees regarding report completion.

Employee Hours and Engagement Reporting

• Pull, review, and organize reports necessary for quarterly DSP minimum-hour compliance checks.
• Contact employees who have not met established minimum-hour requirements with available options.
• Maintain documentation of employee communications, exceptions, and follow-up actions.
• Generate reports for the DSP Engagement Report in coordination with the Agency Support Advocate.
• Identify discrepancies, incomplete information, or trends requiring additional review.

Benefits Administration Support

• Assist the People & Culture Advocate with employee benefits administration and related tasks.
• Support annual open enrollment and other enrollment periods through employee communications, tracking, and coordination.
• Assist employees with navigating benefits enrollment processes, accessing information, and understanding administrative deadlines.
• Monitor enrollment completion and follow up with employees regarding outstanding enrollment activities or required documentation.
• Help maintain accurate benefits-related records while ensuring confidentiality of employee information.
• Coordinate with the People & Culture Advocate regarding benefits questions, enrollment issues, and matters requiring additional review.

Administrative Coordination and Process Improvement

• Maintain organized, accurate, and timely records across assigned responsibilities.
• Follow established workflows, agency policies, and applicable regulatory requirements.
• Collaborate with administrative team members to ensure coordinated communication and timely completion of shared responsibilities.
• Identify process inefficiencies, recurring issues, and opportunities to improve tracking, reporting, and employee communication.
• Assist with developing, updating, and maintaining written workflows and procedural resources related to assigned duties.
• Prepare reports and provide operational updates to the People & Culture Advocate and other leadership as requested.
• Protect confidential employee and member information in accordance with agency policies and applicable privacy requirements.
• Support backup coverage for related administrative duties as needed.
• Assist with general administrative tasks and perform other duties as assigned.

QUALIFICATIONS:

Required

• Strong organizational and time-management skills, with the ability to manage multiple recurring deadlines and competing priorities.
• Excellent attention to detail and demonstrated ability to maintain accurate records and reports.
• Strong written and verbal communication skills, including the ability to communicate expectations and address incomplete requirements professionally.
• Proficiency with Microsoft Office applications, particularly Excel, Outlook, and other digital tracking and reporting systems.
• Ability to learn and effectively use agency scheduling, training, timekeeping, and reporting platforms.
• Ability to independently follow established procedures, identify concerns, and determine when escalation is appropriate.
• Strong problem-solving skills and the ability to coordinate effectively across multiple administrative functions.
• Ability to handle sensitive employee and member information with discretion and confidentiality.
• Commitment to person-centered services, employee support, accountability, and the mission of Advocate Access NW.

Preferred

• Experience in employee scheduling, workforce coordination, human resources administration, training coordination, or a related operational support role.
• Experience with employee benefits enrollment or benefits administration.
• Experience preparing reports, monitoring compliance requirements, or coordinating recurring administrative processes.
• Familiarity with Paylocity, Microsoft SharePoint, and electronic scheduling or training management systems.
• Experience in intellectual and developmental disability services, healthcare, human services, or another regulated service environment.

CORE COMPETENCIES:

• Accountability: Consistently follows through on responsibilities, deadlines, and required employee communications.
• Accuracy: Carefully reviews data, identifies discrepancies, and ensures information is reliable before taking action.
• Initiative: Independently monitors assigned processes and takes timely action without requiring frequent reminders.
• Professional Communication: Provides clear, respectful, and supportive communication, including when addressing overdue requirements or work restrictions.
• Collaboration: Works effectively with administrative team members and Direct Support Professionals.
• Adaptability: Responds effectively to changes, competing priorities, and evolving agency needs.
• Confidentiality: Exercises appropriate discretion when working with sensitive employee, member, and agency information.
• Continuous Improvement: Recognizes opportunities to strengthen workflows, reduce errors, and improve operational efficiency.

BENEFITS:

• Paid personal and sick leave
• Paid holidays
• Medical, vision, and dental insurance and
• 401(k) retirement match
• Bonus