Position Information

NY HELPYes

AgencyWorkers' Compensation Board

TitleAssistant Office Services Manager(NY HELPS), WCB Item #2426

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade18

Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)

Salary RangeFrom $66951 to $85138 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 10%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Schenectady

Street Address Office of Financial Services, Facilities/Mailroom

328 State Street

City Schenectady

StateNY

Zip Code12305

Job Specifics

Duties Description Under the supervision of the Office Services Manager, SG-23, within the Office of Financial Services Division, Facilities/Mailroom Bureau and Section, the position will be responsible for managing Board equipment inventories, managing parking permit allocations, support staff transitions, and coordinating technology and workspace needs across all WCB locations. The position also provides cross-functional support to other units within the Facilities Bureau, including surplus property management and space planning.

Specific duties include, but are not limited to:
• Asset Management
• Manage the receipt, distribution, and tracking of equipment, including laptops, docking stations, monitors, and printers.
• Maintain and update Facilities' asset management database to ensure accurate records of equipment assignment, status, and location.
• Conduct annual physical audits of IT and office equipment across all Board locations to verify assets are in their assigned locations and used by assigned staff.
• Reconcile physical inventory results with our asset management database and address any discrepancies.
• Design and implement procedures to track the issuance and return of equipment when staff onboard, offboard, or transfer within the agency.
• Prepare an asset inventory report after auditing the assets at each location.
• Prepare reports and data summaries to help Facilities effectively oversee its equipment and support purchasing proper quantities.
• Monitor equipment lifecycle status and coordinate retiring, reassigning, or replacing aging or damaged equipment.
• Track the deployment and use of premium software subscriptions, ensuring licenses are assigned appropriately and reallocated when staff change roles, leave the agency, or otherwise no longer have a license.
• Collaborate with the Office of Information Technology Services (ITS) and WCB's Procurement Unit to ensure assets are tagged and labeled timely and accurately and ensure inventory records are updated timely and accurately.
• Once the Board decides to surplus equipment, update our asset management system to ensure it reflects the equipment has been decommissioned and entered into the OGS Surplus Personal Property program.
• Ensure Board staff do not connect personal or otherwise unapproved devices to State-owned equipment pursuant to ITS security policies.
• Ensure Board staff do not use State-owned equipment inappropriately, pursuant to ITS security policies.
Procurement and Coordination
• Monitor our asset inventory, project future needs, and initiate procurements to ensure adequate inventory levels to handle staff increases and replace broken equipment.
• Consult with ITS, WCB's Purchasing Unit, and other WCB units to purchase equipment.
ITS Coordination and ITSM Tracking
• Prepare and submit service requests to ITS for equipment and workspace needs, track open requests, and follow up on outstanding requests to ensure timely completion.
• Develop and implement procedures for the ITS LEAN system to improve request tracking and workflow efficiency.
• Meet with our ITS dedicated team to discuss expectations and resolve issues to ensure the services provided by ITS meet the expectations established in our service level agreement.
• Develop implementation plans for statewide hardware and software deployments.
Parking Management
Serve as the liaison between the Board and the OGS Parking Management Bureau, building management at our leased office spaces, and parking management vendors.
Administer the parking program for our Capital District locations. For these locations, this responsibility includes:
• Coordinate parking assignments for Board staff, collaborating with the Human Resources Management and Security Bureaus to on-board new employees, manage parking change requests, and address questions and issues.
• Maintain a parking management database and conduct periodic audits of our parking database and vendor records to ensure they match. Communicate with OGS and parking vendors to reconcile discrepancies.
• Review parking invoices, identify and resolve issues, and provide approval to pay to the Budget Unit.
• Create reports related to Board staff parking assignments, payroll deduction status, new and cancelled parking requests.
Travel
• Conduct annual physical inventory audits for all Board offices.
• Assist with office and staff moves as needed.
• Overnight travel required – up to 10%.

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 this time, agencies may recruit and hire employees by making permanent non-competitive appointments and the official probationary period will begin.

At a future date (within one year of permanent appointment), 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.

NON-COMPETITIVE PROMOTION QUALIFICATION:
If the number of eligible interested candidates is three or less, the agency, at its discretion, may nominate a candidate for a non-competitive promotion under the provisions of Section 52.7 of the Civil Service Law. If approved by Civil Service, this would be considered a permanent appointment.

In order to be eligible for an NCP, candidates must be a qualified employee of the Workers’ Compensation Board (WCB) and have had one year of permanent competitive or 55-b/55-c service as an Office Assistant 3, Program Aide, Head Mail & Supply Clerk, Head File Clerk, Stores & Mail Operations Supervisor, Head Stores Clerk, Public Buildings Manager 1, Assistant Purchasing Agent, or Head Offset Printing Machine Operator.

55 B/C QUALIFICATIONS:
Individuals certified eligible for the 55b/c program under the Governor’s Program to Hire Persons/Veterans with Disabilities pursuant to Section 55b/c of the Civil Service Law will also be considered. To be considered, you must meet the minimum qualifications and provide a copy of your letter of eligibility with your response.

COMPETITIVE MINIMUM QUALIFICATIONS:

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

TRANSFER QUALIFICATIONS:
Candidates must have one year permanent or 55 b/c service in a title designated as appropriate for transfer in accordance with 70.1 or 52.6 of the Civil Service Law.

Additional Comments Please Note: This position requires both in-office and remote work. A hybrid telecommuting schedule can be discussed with the hiring manager during the interview.

We offer a work-life balance and a generous benefits package, including:

Holiday & Paid Time Off
• Thirteen (13) paid holidays annually.
• Thirteen (13) days of paid vacation leave in year one, increasing to 20+ days with additional years of service.
• Five (5) days of paid personal leave annually.
• Thirteen (13) days of paid sick leave annually for PEF/CSEA and eight (8) days paid sick leave annually for M/C.
• Annual professional leave and educational leave opportunities for eligible staff.

Health Care Benefits
• Eligible employees and dependents can choose from a variety of affordable and generous health insurance programs.
• Family dental and vision benefits at no additional cost.

Additional Benefits
• Public Service Loan Forgiveness (PSLF).
• Enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply).
• NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan.
• Paid Parental Leave for all employees and Paid Family Leave (M/C Only).
• Eligibility for various life insurance options.
• Access to NY 529 and NY ABLE College Savings Program
• Flexible Spending Program, which allows employees to set aside pre-tax payroll deductions for eligible health care and dependent care expenses.

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.

The Workers’ Compensation Board (Board) is an equal opportunity employer. The Board does not discriminate based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy-related conditions), predisposing genetic characteristics, familial status, marital status, status as a victim of domestic violence, or other applicable legally protected characteristics. The Board is dedicated to eliminating injustices and ensuring diversity in our workforce so we can better serve our staff and create a space where all feel safe to be themselves. To help meet those goals, we encourage applicants from marginalized communities to apply. We are looking for candidates who are committed to working in and contributing to an environment that fosters a sense of belonging, as well as inclusion, and celebrates people of all backgrounds, identities, experiences, and perspectives.

We are happy to provide reasonable accommodations during the hiring process. If you have a disability or special need that requires a reasonable accommodation, please send a request to officeofgeneralcounsel@wcb.ny.gov.

Some positions may require additional credentials or a background check to verify your identity.

How to Apply

Name Recruitment Unit

Telephone 518-474-2685

Fax 518-486-6364

Email Address HRM@WCB.ny.gov

Address

Street 328 State Street

City Schenectady

State NY

Zip Code 12305

 

Notes on ApplyingQualified candidates should submit a letter of interest and resume which lists your actual Civil Service title, salary grade and specific verifiable information as to how you meet the minimum qualifications to be eligible to apply for this position. Please submit your application to HRM@WCB.ny.gov (email applications are preferred). It is important that you reference WCB Item #2426 in the subject line of your email to ensure receipt of your application. (Please do not reference the Vacancy ID No. when responding)