OFFICE SERVICES MANAGER jobs in Albany, NY

1. Employees who are eligible for transfer via Section 70.1 or 52.6 of NYS Civil Service Law.

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2. Employees who are reachable on the current NYS Civil Service eligible list for the Assistant Office Services Manager title.

The Assistant Office Services Manager will oversee mailroom operations, Micro Records functions, space utilization, office equipment selection and maintenance, property management, building health, safety and security matters, warehouse and supply room operations, telecommunications, fleet management, parking, records retention, and print operations. Duties include but are not limited to:

1. Oversee centralized office services and Micro Records functions for HESC and supervise staff performing these functions.

2. Oversee space utilization and property management. Coordinate electrical and data network changes and staff moves including the delivery, installation and movement of office furniture, files and other workstation equipment. Plan and coordinate space allocation materials including new construction and renovations. May meet with agency managers to determine space requirement, ensuring that space designs and furniture modifications reflect current need and conform to Office of General Services (OGS) space allocation guidelines and OSHA standards.

3. Coordinate the delivery, installation and movement of office furniture, files, and other workstation equipment.

4. Research and provide recommendations on vendors and cost-effective measures for acquiring equipment and services. Oversee the development and review of new and revised maintenance repair contracts and direct the development of multiyear equipment maintenance and replacement plans.

5. Act as liaison with OGS, landlords, contractors, and vendors for the negotiation and approval of lease documents and design specifications. Manage tenant alteration requests as needed.

6. Supervise HESC’s mailroom including the receipt, sorting and distribution of mail and packages, timely completion of courier services, and compliance with mailing regulations and guidelines.

7. Review and approve requests for office supplies; monitor inventory levels and approve supply requisitions.

8. Coordinate the transfer and disposal of surplus property with OGS.

9. Manage HESC’s records management and retention program.

10. Oversee the provision of agency parking services and/or act as the liaison with OGS.

11. Assist in the development and oversight of building health and safety and building access. Oversee contracted security staff. May serve as a coordinator for a tenant safety organization.

12. Develop and maintain a system of approving, documenting, and tracking all chemical products; review, update and maintain material safety data sheets to reduce the environmental impact of office supplies.

13. Oversee the purchase, implementation, and maintenance, of automated external defibrillators; recruit trained operators and arrange training for new operators.

14. Develop and maintain emergency response plans and escape routes; participate in periodic review of emergency response plans and escape routes to ensure plans are maintained and updated as needed.

15. Oversee identification badge system, proximity card secured entry system, and visitor information. Serve as liaison for building access with building management.

16. In coordination with BHRM, respond to employee or union concerns regarding health and safety such as assisting with ergonomic assessments; coordinate with appropriate in-house staff or external vendors to satisfactorily resolve building issues.

17. Ensure that appropriate security measures are included in new and modified facility plans, including reception services, and alarm and camera systems. Oversee contracted security staff.

18. Monitor billing and usage costs for HESC office and mobile phones and compile telecommunications reports. Act as system administrator for HESC’s phone service(s) by making modifications to phones, troubleshooting problems, and placing service requests as needed.

19. Perform other duties as assigned.

NOTE: The hours of this position require working between 9:00 a.m. and 5:00 p.m.

To apply for this position, eligible individuals must send a resume and cover letter via e-mail to resumes@hesc.ny.gov with "AOSM" in the subject line. Resumes and cover letters must be received by November 7, 2022.