Administrative Assistant (supervisor Of Support Services)

Administrative Assistant (Supervisor of Support Services)

Under the general direction of the Administrative Officer, the Supervisor of Support Services coordinates multiple support services functions for the Office of Employee Relations (OER) and the New York State Labor-Management Committees (LMCs). Duties include but are not limited to:

• Oversee the receipt, sorting, and distribution of mail and packages.
• Ensure timely completion of courier services.
• Audit shipping invoices.
• Ensure compliance with USPS mailing regulations and guidelines.
• Plan and coordinate space planning and office moves.
• Coordinate electrical and data network changes, and staff moves.
• Act as liaison with OGS, landlord, contractors and vendors.
• Conduct or oversee lease negotiations.
• Prepare, submit and manage tenant alteration requests.
• Coordinate the delivery and installation of office furniture, files, and office equipment.
• Monitor inventory levels and approve supply requests.
• Research items for purchase; compare options and negotiate pricing; and provide recommendations.
• Review and approve requests for office supplies.
• Maintain records of agency fixed assets.
• Coordinate the transfer and disposal of surplus property with OGS.
• Direct the forward progress of developing new and revised records disposition schedules for the agency to be compliant with NYS Archives and Records Management Policies.
• Manage agency records management and retention program.
• Manage day to day IT operations.
• Provide business and financial approval for IT requests from Agency staff.
• Prioritize and filter incident and request escalations from Agency staff.
• Coordinate Agency business testers when necessary for IT maintenance.
• Coordinate IT initiatives with Agency staff such as: equipment refresh, operating system upgrades.
• Assist with oversight of Agency SharePoint sites.
• Conduct, review, and/or process procurements, obtain required approvals prior to submission to control agencies, monitor procurements throughout the approval process, and act as a liaison between various procurement agencies.
• Process various grant reimbursement applications.
• Regularly review policies and procedures and update as needed.
• May supervise staff.
• Other duties as assigned.
• Travel may be required (approximately 10%).

Minimum Qualifications - Bachelor's degree and two years of relevant experience. Must be able to lift up to 50lbs and move pallets of boxes using a pallet jack. Must be able to move furniture with assistance from other staff. Experience with the Statewide Financial System, preferred. Proficient with Microsoft Office products, preferred. Ability to work independently. Excellent communication and customer service skills. Demonstrated ability to successfully collaborate with others, a genuine team player.

Substitutions: four years of specialized experience or associate's degree and two years of specialized experience may substitute for bachelor's degree; J.D. or master's degree may substitute for one year of specialized experience; Ph.D. may substitute for two years of specialized experience.

Hours and telecommuting will be discussed during the interview. The Office of Employee Relations does not discriminate on the basis of race, color, national origin, age, sexual orientation, religion, disability, or other protected class status in the admission to, access to, or employment in their programs or activities. REASONABLE ACCOMMODATION: The Office of Employee Relations/Labor Management Committees provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify HR@oer.ny.gov or 518-473-3467. NOTE ON TELECOMMUTING: The Office of Employee Relations/Labor Management Committees employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Office of Employee Relations/Labor Management Committees Telecommuting Program Guidelines.

Some positions may require additional credentials or a background check to verify your identity.

To apply, please send cover letter and resume to resume@oer.ny.gov (M.S. Word or PDF is the preferred format). Hard copy via US Mail is also accepted.