Field experience help in central office role
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Stella Transue, right, talks with one of her staff, contract specialist Kim Hankins. |
Stella Transue sees high expectations and the potential for career growth are among the keys to good employee supervision.
"I have high expectations, and I haven't been disappointed. Some employees lack self-esteem, others just don't know their own potential until they see what they can accomplish", she said. "I like to challenge them and have them stretch and learn. I like to see them complete a job they didn't know they could do; that feels really good, for them and for me."
Transue is one of two managers (along with Michael Lamon) in the Administrative Services Division's Office of Contracts and Procurement.
"Stella is an excellent manager," said Jeremy Emerson, OC&P administrator. "She knows a lot about contracting, but she also has field experience, which is invaluable."
Albany native Transue started her career with DHS in 1984 with Adult and Family Services in Newport. She has been with Contracts and Procurement since January 2003. Along the way, she has worked in central office for field services on a couple of rotations, the DHS volunteer program, with Disability Services in Lebanon and as a contract administrator with the Area Agency on Aging for Linn, Benton and Lincoln counties.
"I think having field experience is very good," she said. "I understand the AAA organizations, the needs of their clients, and the programs. It's one thing to sit in an office and write contracts, but it's another thing to have (kids) a child or a senior in your office, looking you in the face, who needs services."
She currently supervises 16 employees, including support staff and contract specialists for Department Wide Support Services, Seniors and People with Disabilities, and Children, Adults and Families.
One recent challenge she has faced was working with Office of Human Resources on a position description for a new position of Procurement and Contract Assistant. The position will create a first step up for office support staff who want a career path in Contracts and Purchasing and need a certain amount of experience before they can apply for a contract specialist opening.
Due to the current hiring hold, they can't fill such a position until after July 1. But that hold gave her incentive and time to do the necessary work on the position.
"Under the normal crush of managing, when you have a vacancy to fill, you just need to get it filled as soon as possible because of the workload. But this situation has given us an opportunity to do the work that's needed to provide a long-term benefit to the unit," she said.
Having a career path for employees is crucial, she said. "When you have somebody who is really good at the work, and you've invested a lot of time and state resources in training them, you want to keep them."
Gary Whitehouse, 503-945-6934; gary.whitehouse@state.or.us
Make data protection a priority
Managers, make protection of state data a part of your unit's or office's routine. 
We've recently seen an increase in thefts from vehicles, both employee- and state-owned. Stolen items have included laptops, cell phones and client and employee paper files.
The stolen information has included: client or employee name, date of birth, Social Security number, address, services received from DHS, managers' personnel file memos or disciplinary reports, and other personal information. In some cases there was enough personal data lost to result in identity theft or some other personal intrusion.
The loss of personal data puts clients, employees and the department at risk. DHS may be subject to penalties or lose the right to receive information necessary to serve our clients.
Here are some steps you can take to encourage protection of client and employee data a priority in your office:
- Discuss this topic at staff meetings;
- Create an office procedure for taking confidential information offsite;
- Draft a reminder checklist to be used by anyone taking client or personnel files offsite.
Of course, prevention is our first line of defense. Here are some suggestions for avoiding theft of equipment and data from vehicles:
- Leave confidential information and files in the office, unless it is absolutely necessary to remove them. Reminder: A manager must approve the removal of confidential information or any other state property from the workplace.
- When transporting confidential information in any medium (paper, laptop computer, Blackberry, electronic notebook) keep it with you whenever possible. Take it in from the vehicle overnight;
- If it must be left in the vehicle for some time, place it in the trunk or covered in the back seat of a vehicle without a trunk.
In the event of a theft of any state property, refer to DHS form 2107D, "Loss, Vandalism or Other Damage to State-Owned or Leased Property." You can download that PDF form.
Go to form 2107D's section on theft, where you will find links to form 2108A, which is used for reporting theft. Fill out this form and deliver it to your risk coordinator or business expert, who will take the next steps.
If the theft includes protected information, contact the Information Security Office, 503-945-6812 or dhsinfo.security@state.or.us
For more information, contact your human resources generalist.
Dress reflects professionalism
Some workplace subjects always get nearly everybody's attention and are guaranteed to get some people very worked up. One of those is establishing and encouraging standards of proper attire.
This is not a subject that you can expect to cover once and for all. Be prepared to discuss it regularly, as seasons change, new staff enter the workplace and fashion trends come and go.
DHS doesn't have a written dress policy, but the department supports business casual attire, as reflected in a recent memo to staff from Louise Melton-Breen, human resources administrator. DHS wants its employees to be both comfortable and an appropriate and professional representation of the department, no matter what position they hold. The way we dress reflects our professionalism and deserves to be taken seriously.
The challenge lies in defining "business casual," which is a subjective term. It's always easier to define what is not appropriate, and there are some modes of dress (or un-dress) that are best left at home for after-work hours. These include athletic clothing, sweat pants, plunging necklines, bare midriffs, baseball caps, bare feet and clothing that leaves a lot of skin exposed. Clothing that is beach-ready or garden bound is not appropriate for the work place.
As a manager and supervisor, you play an important role in setting workplace standards. Here are some suggestions on how to broach the subject proactively with staff:
- Be a role model – set an example for what you consider appropriate for the workplace.
- Talk to staff about business casual and what they think is appropriate, particularly for the summer months. Consider the work being done, the customers served and the overall impression of DHS.
- Be flexible – consider the different functions staff have, amount of client contact and what is appropriate for the work being done.
- Be realistic about what is acceptable and appropriate – don’t impose a standard that is not practical or reachable.
- Put in writing any agreements you come up with, and circulate to all staff by e-mail.
- Get feedback from staff.
- Adjust as necessary.
Lisa Harnisch, DHS core values manager, 503-945-6304; lisa.s.harnisch@state.or.us
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Training The following training is available in June and July from DHS Training and Development. Space is available at the time of this publication. Employees should work with their managers to determine if participation in training is approved. To register: Go to the DHS Learning Center, click on Courses & Registration/Find A Course and type the course title in the keyword search. If you need help with registration, please contact DHS Training & Development, 503-947-5457 or DHS.Training@state.or.us June and July 2007 Required new manager training
General employee training
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