ASSISTANT OFFICE SERVICES MANAGER, GRADE 18 |
2551400 |
OFFICE SERVICES MANAGER, GRADE 23 |
2551800 |
Positions in this title series oversee centralized office services functions and supervise staff performing these functions. Incumbents oversee multiple functions such as space utilization; office equipment procurement; property management; building health and safety; building security; warehouse and supply room operations; agency telecommunications; agency mailroom operations; fleet management; parking services; records retention; and printing services.
DISTINGUISHING CHARACTERISTICS
The classification level is determined by the breadth and scope of units overseen, the type of work supervised and the number of staff assigned to these units.
ASSISTANT OFFICE SERVICES MANAGER: second or third supervisory level; supervises staff and coordinates multiple office services functions.
OFFICE SERVICES MANAGER: manages multiple office services functions; supervises staff assigned to a variety of office services functions.
Administrative Assistants provide professional administrative and staff support to executives, program managers and staff, boards, or commissions by managing budgeting, personnel, business services, project management for an organization or program, conducting special studies and research projects, and managing office support activities.
Assistant Business Officers provide management direction and control of business administration, fiscal and support service activities at a Psychiatric Center at the Office of Mental Health, or Developmental Centers at the Office for People with Developmental Disabilities.
Property Managers perform office and field duties directed at the construction, acquisition, rehabilitation, and maintenance of office space utilized in New York State agency operations.
ILLUSTRATIVE DUTIES
Assistant Office Services Managers and Office Services Managers perform and supervise staff performing assignments in the following areas.
Health and Safety, and Building Security
Ensure that agency facilities meet all federal and State regulations and codes; develop and maintain procedures to maintain fire code compliance, including pre- and post-inspections.
Oversee the proper use and disposal of potentially harmful materials; develop and maintain a system of approving, documenting, and tracking all chemical-based products; and review and update material safety data sheets to reduce the environmental impact of cleaning products.
Oversee the purchase and implementation of Automated External Defibrillation devices; and recruit trained operators.
Develop and maintain emergency response plans and escape routes; oversee the health services program.
Oversee agency temporary photo identification badge system, identification card, building access services, and visitor information program.
Conduct training on health and safety programs, such as the Workplace Violence Prevention and Response Program; implement operational procedures regarding health and safety programs.
Oversee general building maintenance needs; respond to incident calls and complaints and deploy staff to resolve issues.
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.
Coordinate activities for a tenant safety organization.
Ensure that appropriate security measures are included in all new and modified facility plans, including confidential destruction, reception services, and alarm and camera systems.
Space Planning
Meet with agency customers to determine specific space requirements ensuring space designs and furniture modifications reflect customer needs, conformance to OGS space allocation guidelines, and OSHA standards.
Coordinate electrical changes and staff moves.
Plan and coordinate space allocation materials including new construction and renovations.
Act as a liaison with OGS, landlords, contractors and vendors for the negotiation and approval of design specifications.
Coordinate physical moves and serve as a liaison for building operation and maintenance issues.
Coordinate the delivery and movement of office furniture, files and other work station equipment or furniture.
Property Management
Conduct or oversee the lease negotiation process and ensure compliance with various requirements.
Act as a liaison with OGS and landlords; prepare lease documents, clearance sheets and contract approval forms.
Conduct research for a variety of analytical assignments related to administrative cost breakdown, agency population or energy costs.
Evaluate prospective lease sites and review contractual agreements.
Procurement
Research and provide recommendations on cost effective measures and vendors for supplying equipment and services; conduct ongoing quality assurance.
Review and approve requests for office supplies.
Oversee the development and review of new and revised maintenance repair contracts and direct the development of multi-year equipment maintenance and replacement plans.
Coordinate agency chargeback accounting and reporting.
Research items for purchase; compare options and negotiated pricing; and provide recommendations.
Telecommunications
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 including fax machines with ITS and other vendors.
Monitor billing and usage costs; prepare telecommunications reports as needed for management.
Act as system administrator for UniteNY or agencys phone service by making modifications to phones, troubleshooting problems, and place service requests.
Mailroom Operations
Supervise the daily receipt, sorting and distribution of all USPS, UPS and FedEx packages.
Ensure timely completion of courier services.
Maintain an electronic shipping database.
Oversee logging of packages with SFS codes and audit shipping invoices.
Warehouse and Inventory Operations
Provide overall direction to warehouse staff.
Monitor inventory levels and approve supply requisitions.
Oversee the storage of seized assets.
Oversee agency records management and records retention program.
Fleet Management and Parking
Direct the use and maintenance of agency fleet.
Perform ongoing analysis of fuel usage and perform cost-saving analyses.
Schedule preventive maintenance and repairs for vehicles.
Coordinate EZ pass accounts and schedule vehicle assignments and transportation for staff.
Monitor and ensure timely inspection and registration for all vehicles.
Oversee the provision of agency parking services or act as the liaison with OGS.
Arrange for replacement of vehicles and disposition of surplus vehicles.
Printing Services
Provide direction to staff assigned to centralized print or copy center operations; oversee and coordinate print to mail services including production and distribution of forms, assessments, instructions, regulatory memoranda, publications, brochures, and training manuals.
Develop a master schedule of large printing and mailing operations scheduled for overlapping time periods.
Monitor trends in forms ordering, production and use and adjust work assignments and storage guidelines accordingly.
Develop and implement policies and procedures for printing and mailing needs.
Develop requests for proposals for printing and mailing needs in conjunction with agency contract management staff; host pre-bid and pre-production conferences with potential bidders and contractors; provide technical information and approve changes to contracts; and coordinate processing with agency contract management staff.
OFFICE SERVICES MANAGER
Promotion: (A) one year of permanent competitive service as an Assistant Office Services Manager. (B) One year of permanent competitive service as a Chief Clerk, Chief Mail & Supply Clerk, Public Buildings Manager 2, Property Manager 1, or Property Manager 2.
Date: 12/16
NOTE: Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe. Standards cannot and do not include all of the work that might be appropriately performed by a class. The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written. Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.