Assistant Office Services Manager (NY HELPS)

The duties that the incumbent of the vacancy will be expected to perform. Duties Description Function Description: Activities may include but are not limited to the following: -Manage Space Planning, Support Services, Warehouse and Inventory Operations units within the Operations Support Bureau (OSB).-Oversee general building maintenance needs; respond to incident calls and complaints and deploy staff to resolve issues. Provide overall direction to staff in a non-OGS warehouse.-Supervise and act as a back up to subordinate staff, capable of performing all associated duties.-Research and provide recommendations on vendors and cost-effective measures for acquiring equipment and services. Utilize approved procurement processes to purchase goods and services for Department facilities.-Participate in meetings with staff, management, building managers and/or other agencies. Adjusting approach based on size, scope and phase of project.-Meet with agency customers to determine space requirements, ensuring that space designs and furniture modification reflect customer needs, and confirm to Office of General Services (OGS) space allocation guidelines and OSHA standards.-Respond to inquiries (both written and verbal) from staff, units, agencies or external customers as appropriate. -Coordinate the planning, construction and support services involved in the relocation of Department staff to new office space and assist program managers in the utilization and modification of existing space. -Coordination of the following: electrical and data network changes; staff moves; the delivery installation and movement of office furniture, files and other workstation equipment.-Plan and coordinate space allocation materials including new construction and renovations.-Act as liaison with OGS, landlords, contractors, and vendors for the negotiation and approval of design specifications.-Serve as liaison with OGS and landlords; prepare lease documents, clearance sheets, and contract approval forms.-Conduct research on various administrative issues, including cost benefit analyses for various leases or purchases.-Manage staff responsible for the delivery of maintenance support services for all Department locations. -Coordinate the maintenance of the departments FLEET vehicles.-Coordinate and oversee the storage and disposition of seized property, and the transfer and disposal of surplus property with OGS.-Coordinate telephone and data changes as a result of employee moves or building modifications; maintain and update agency phone records; coordinate the installation, relocation, and troubleshooting of telephone services with ITS and other vendors.-Track the status and progress of projects and ensure that all unit assignments are being met timely. -Research items for purchase; compare options and negotiate pricing; and provide recommendations. -Monitor inventory levels and approve supply requisitions.-Prepare pertinent analyses, such as cost/benefit analysis, and develop recommendations based on findings. -Have a working knowledge of design tools such as AutoCAD and Adobe Acrobat Pro to be utilized during phases of projects. -Identify training needs of subordinate staff to ensure that staff is provided appropriate level of training. -Travel to the various department sites as required. This may include overnight travel. -Attend training, conferences, and meetings. -Be willing to work overtime when needed.Due to the nature of this position, telecommuting is not permitted.Adhere to the Department's time and attendance requirements. Adhere to Office of Human Resources Management, Affirmative Action, Code of Conduct, Ethics and internal control rules, policies, and procedures.

The minimum qualifications required for this vacancy. Minimum Qualifications This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS): For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. At a future date, it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.Non-Competitive Minimum Qualifications: Six years of experience, including two at a supervisory level, in at least two of the following office services: property or space management, warehouse and inventory operations, purchasing, fleet or parking management, telecommunications, mail room operations, printing, or records management and retention. An associate degree can substitute for two years of specialized experience;a bachelor’s degree can substitute for four years of experience;a master’s degree in a related field can substitute for five years of experience;and a doctorate in a related field can substitute for six years of experience.Competitive Minimum Qualifications: Current NYS employee eligible for 70.1 or 52.6 transfer under the provisions of NYS Civil Service Laws, Rules, & Regulations.ORReachable on the appropriate eligible list for this title and location.OR 55-b/c: please include your letter of eligibility with your response.

Additional comments regarding the vacancy. Additional Comments New York State is an equal opportunity employer. It's the policy of the state of New York to provide for and promote equal opportunity in employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender, sexual orientation, marital status, or an arrest or criminal conviction record unless based on a bona fide occupational qualification or other exception.

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