Assistant Office Services Manager (NY HELPS), Salary Grade 18 Vacancy ID# 204656

Description

Duties Description

The Assistant Office Services Manager duties in Bureau of Administrative Support and Services will include but are not limited to the following:

• Supervise staff.
• Coordinate the telecommunications systems.
• Purchases and coordinates items for the various offices.
• Plan, coordinate, administer and supervise staff performing the office supplies functions of the agency.
• Understand and maintain building systems by monitoring repairs and service provided by vendors or contractors.
• Serve as a liaison during negotiation process and resolve lease compliance issues.
• Oversee and coordinate restacking projects and assist with all move logistics for DOS offices located throughout the state.
• Work on updating health and safety initiatives to encompass new hires and the acquisition of new space.
• Records Management. Prepare and manage the development of new and revised records disposition schedules for the Agency for compliance with NYS Archives and Records Management Policies.
• Onboarding and Offboarding staff.
• Assist with the organization and duties of staff.
  
  

Ny Helps

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 the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Non-competitive Minimum Qualifications

The minimum qualifications for Non-Competitive appointment are:

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.

Or*

• 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

CIVIL SERVICE LIST APPOINTMENT: Candidates must be reachable on the appropriate Civil Service eligible list.

TRANSFER QUALIFICATIONS: Permanent service in this title or one year of permanent competitive or 55-B/C service in a title SG-16 or higher and otherwise eligible for transfer under Civil Service Law.

A list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.

52.7 NON-COMPETITIVE PROMOTION (NCP): In accordance with Section 52.7 of the Civil Service Law, if the number of qualified candidates who apply for the position is three or less, a permanent appointment can be made, at agency discretion, by non-competitive promotion of an applicant who meets the minimum qualifications. To qualify, you must be a current Department of State employee and have one year of permanent, contingent permanent, or 55 B/C service as a/an Office Assistant 3, Program Aide, Stores & Mail Operations Supervisor.

Note: Non-Competitive refers to not competing in an examination; the appointment will be competitive.

55 B/C APPOINTMENT: This position is eligible for 55B/C designation and candidates with 55B/C eligibility are encouraged to apply. Candidates must meet any open competitive minimum qualifications and must submit their current 55B/C eligibility letter along with their application.

Preferred Qualifications

• Knowledge of Department of State's various divisions.
• Knowledgeable in Microsoft Suite.
• Experience in’ ‘property and space management.
• Familiar with Records Disposition.
• Strong communication and organizational skills.
  
  

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

Additional Comments

The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.

We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to HRM.Recruitment@dos.ny.gov.

For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

NOTE ON TELECOMMUTING: The Department of State 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 Department of State Telecommuting Program Guidelines.