Occ. Code 2888100

 

OPERATIONS SUPPORT MANAGER 1, GRADE 25

2888100

OPERATIONS SUPPORT MANAGER 2, M-2

2888200

 

New York State Department of Civil Service

 

Classification Standard

 

BRIEF DESCRIPTION OF CLASS SERIES

 

Operations Support Managers plan, implement, and oversee centralized operations support functions for agency programs and employees across all property locations statewide. Functional responsibilities may include, but are not limited to: procurement, contract, and asset management; inventory and fleet management; space planning and design; telecommunications; facility renovations and office moves; security services and parking; health and safety; internal controls, emergency management and disaster preparedness; mailroom and reproduction services; and warehouse and records management. Incumbents supervise multiple operational and administrative unit supervisors in a large organization dedicated to the functional areas described above.

 

DISTINGUISHING CHARACTERISTICS

 

Operations Support Managers at various levels have similar duties and responsibilities. The breadth and depth of the support services programs they help to administer dictate the number and highest level positions classified in an agency. Factors that determine the number and level classified include the scope of the support services function; number of employees; contract management responsibilities; number and geographic distribution of facilities; reporting relationship; and the number and level of professional staff dedicated to the functional areas described above. 

 

          OPERATIONS SUPPORT MANAGER 1: typically reports to an Operations Support Manager 2, Assistant Director Operations Support 2, or high level agency fiscal, or administrative, executive; serves as manager for multiple large and active support services functions characterized by geographic dispersion of staff; and supervises a sizable number and higher level of professional staff dedicated to the functional areas described above such as Office Services Manager.

 

OPERATIONS SUPPORT MANAGER 2: typically reports to a Director Operations Support 1 or 2 or high level agency fiscal, or administrative, executive; serves as manager for the largest and most active support services functions characterized by significant geographic dispersion of staff; and supervises the largest number and highest level of professional staff dedicated to the functional areas described above such as Operations Support Manager 1.

RELATED CLASSES

 

Administrative Specialists provide professional administrative and staff support to executives, program managers and staff, boards, or commissions by managing budgeting, human resources, and business services for an organization or program, conducting special studies and research projects, and managing office and support activities.

 

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

 

Office Services Managers oversee centralized office services for an agency and supervise staff performing these functions. Incumbents may oversee space utilization; office equipment selection and maintenance; property management; building health and safety; building security; warehouse and supply room operations; telecommunications; mailroom operations; fleet management; parking; records retention; and printing.

 

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

 

Operations Support Managers 1 or 2 may perform or oversee staff performing the following duties.

 

Procurement, Contract, and Asset Management

 

·       Negotiates the terms of complex leases with the Office of General Services, prospective landlords, landlord’s brokers and/or attorneys, including such factors as rental costs, alterations, renovations, heat, ventilation, cleaning, maintenance, electrical and telecommunications modifications.

 

·       Reviews and evaluates potential lease agreements to ensure conformance to agency needs and specifications. Ensures discrepancies in lease terms are resolved in consultation with landlords, the Office of General Services, and agency Counsel’s Office.

 

·       Reviews, prepares, and approves lease documents including letters, contract approval forms and clearance sheets and ensures that documents are processed through agency, the Office of General Services and Office of the State Comptroller approval systems in a timely manner.

 

·       Performs contract development and management for a diverse array of consulting and technical services and commodities. Ensures compliance with procurement/contracting policies, procedures, and guidelines.

 

Inventory and Fleet Management

 

·       Maintains internal security measures to safeguard and account for furniture, equipment, supplies, and records as they pass into, and out of, offices and warehouses.

 

·       Manages the purchasing, leasing, maintenance, repair, assignment(s) and use of agency fleet vehicles.

 

Space Planning and Design

 

·       Confers with agency management on space requirements, planning, and related expenditures. Ensures space plans conform to technical requirements, program needs, and funding authorization.

 

Telecommunications

 

·       Oversees the telecommunications system at the agency, including videoconferencing, teleconferencing, and cell phone use, as well as providing administrative support and coordination of webcasting services.

 

Facility Renovations and Office Moves

 

·       Oversees the coordination of all office closing and relocations statewide to meet the agency’s emerging staffing and operational needs and ensures the moves are managed efficiently.

 

Security Services and Parking

 

·       Manages security services in all agency-owned and leased properties statewide. Studies and analyzes existing security and makes suggestions for changes and provides input into decisions regarding building security or procedures.

 

·       Provides guidance and direction to agency managers and staff regarding security issues and represents the agency with contractors, landlords, union representatives, law enforcement agencies, and the public regarding security issues.

Health and Safety

 

·       Works directly with the health and safety contact to respond to Public Employee Safety & Health (PESH) violations, develops building evacuation plans, and coordinates tenant safety organizations.

 

·       Ensures agency compliance with State and federal regulations regarding life safety, Occupational Safety and Health Administration (OSHA), State & NYC fire code compliance, and other regulatory safety compliance.

 

·       May represent the agency on safety and health committees.

 

Internal Controls, Emergency Management, and Disaster Preparedness

 

·       Conducts operational studies, evaluates business processes, assesses current internal controls systems, and issues recommendations. Establishes strategic long and short-range internal control action plans to help the agency meet goals, operate more efficiently, safeguard assets, and maintain required records for agency programs.

 

·       Develops and implements effective internal controls education and training activities for both employees and managers.

 

·       Represents the agency in internal control activities, conferences, and meetings with control agencies, such as the Division of the Budget and Office of the State Comptroller, as well as other State agencies and groups to establish best practices in agency internal controls.

 

·       Oversees the development, preparation, and implementation of emergency and disaster recovery policies, plans, systems procedures, and documents to ensure agency’s stability of operations and critical functions both during and after emergencies.

 

·       In the event of an emergency, directs emergency management staff in managing the agency response, identifying resource needs and communicating needs in accordance with the Incident Command System under the State Comprehensive Emergency Management Plan.

 

Mailroom and Reproduction Services

 

·       Oversees the processing and distribution of incoming and outgoing correspondence and packages.

 

·       Assists in the administration, management, and coordination of the agency’s document services function which includes document ordering, design, production, storage, and distribution.

 

·       Establishes and revises policies and procedures related to office services functions to enhance operational efficiency and improve cost effectiveness.

 

·       Evaluates reports on office services operations to monitor productivity. Identifies trends that may impact unit operations and resolves issues or problems.

 

Warehouse and Records Management

 

·       Manages the receipt, storage, distribution, and disposition of furniture, equipment, and supplies.

 

·       Ensures records retention and retrieval systems are established and maintained in accordance with agency policies and operational needs.

 

MINIMUM QUALIFICATIONS

 

OPERATIONS SUPPORT MANAGER 1

 

Promotion: one year of permanent service as an Office Services Manager.

 

          OPERATIONS SUPPORT MANAGER 2

 

Promotion: one year of permanent service as an Operations Support Manager 1.

 

Date: 11/2019

 

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.