Assistant Office Services Manager (NY Helps)

Assistant Office Services Manager (NY HELPS)

Reporting to the Deputy Commissioner, the Assistant Office Services Manager will be responsible for the operational needs to the upstate New York facilities including, but not limited to:

• Supply and equipment purchasing.
• Maintain proper inventory management and control.
• Respond to staff needs in a professional and courteous manner.
• Maintain up-to-date seating assignments for all upstate facilities.
• Meet with agency customers to determine space requirements, assist with space planning, and office moves.
• Supervise Facilities staff at Hampton Plaza.
• Approve timesheets in LATS and ensure evaluations are performed as required.
• As upstate fleet coordinator, receive and track monthly vehicle usage; serve as the point person for all vehicle inquiries; maintain monthly vehicle use tracking; surplus equipment and vehicles.
• Perform duties as parking coordinator. Work closely with OGS parking staff to assist HCR staff with their parking needs and concerns. Maintain monthly parking spreadsheets.
• As Health and Safety coordinator, ensure first aid stations are supplied properly, AED units are working, keep the fire marshal list is up to date, and prepare fire marshal training.
• Maintain the security access system database; run monthly reports to ensure accuracy of the database, and report incidents to supervisor.
• Maintain photo ID database and create agency photo IDs.
• Work closely with building maintenance, landlords, and various other outside vendors.
• Assist units with records retention.

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 of 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.

Competitive Minimum Qualifications: Must be reachable on the New York State Civil Service eligible list. One year of permanent or contingent permanent service in an eligible title for transfer determined to be similar by Civil Service. For transfers, a list of approved titles is available through Civil Service GOT-IT.

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume/email submission. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

NYS Homes and Community Renewal (HCR) is committed to fostering a culture of diversity, equity, inclusion, and accessibility. Our work would not be possible without the diverse backgrounds, experiences, ideas, and abilities of our employees. HCR is committed to developing a workforce which represents the diverse population of New York State. HCR embraces a diverse and inclusive work environment by encouraging all individuals, including those with disabilities, to apply to open positions at the agency.