NY HELPYes

AgencyHomes and Community Renewal

TitleAssistant Office Services Manager (NY HELPS)

Occupational CategoryAdministrative or General Management

Salary Grade18

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

Salary RangeFrom $65001 to $82656 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 10%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address Hampton Plaza

38-40 State St

City Albany

StateNY

Zip Code12207

Minimum Qualifications 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 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.
*Please note:
An associate degree can substitute for two years of specialized experience; a bachelor’s degree can substitute for four years of experience; a master’s degree in a related field can substitute for five years of experience; and a doctorate in a related field can substitute for six years of experience.


COMPETITIVE MINIMUM QUALIFICATIONS:
Must be reachable on the New York State Civil Service eligible list.


70.1 TRANSFER QUALIFICATIONS: One year of permanent or contingent permanent service in an eligible title for transfer determined to be similar by Civil Service. For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/. The GOT-IT site will inform you if your title is transferrable.


52.6 TRANSFER QUALIFICATIONS:
For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/. The GOT-IT site will inform you if your title is transferrable.


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

Duties Description DUTIES:

Under the direction of the Albany Office Services Manager, duties may include:

•Oversee the Security System;
•Issue Agency ID/Proximity Cards, managing security cameras and lobby security procedures;
•Assist with acquiring and maintaining appropriate office space to house agency operations in a safe and professional environment;
•Assist with space planning and seating assignments using SoftDraw software;
•Assist with building management and other tenants to address building issues, work order proposals and billing;
•Handle procurement, installation, and maintenance of all office furniture and non-computer related equipment (i.e.; fax machines, copiers);
•Arrange for vendor repairs and replacements;
•Manage the inventory of all office file cabinet keys, non-IT equipment, and bar scanning;
•Maintain installed automated external defibrillators and ensure first-aid kits are properly filled;
•Assist with building evacuations for drills and /or emergencies;
•Supervise Mailroom staff, maintain operations of postage mailing machine, postage records and monthly reports;
•Handle incoming and outgoing correspondence/packages via the United States Postal Service and all private carriers;
•Assist with reviews of purchases and requisitions from HCR Programs for supplies, non-IT equipment, furniture and services; Maintain office supply store from which Program Units can order/access basic office supplies;
•Utilize Statewide Financial System (SFS) for agency purchase request and building work orders.
•Monitor the status of purchase request, following up on pending purchase request as necessary;
•Oversee the collection and tracking of vehicle use reports.

Additional Comments TO BE CONSIDERED FOR THIS POSITION, PLEASE PROVIDE A CURRENT RESUME - AND IF SUBSTITUTING YEARS OF EXPERIENCE, PLEASE PROVIDE PROOF OF ASSOCIATE’S OR HIGHER DEGREE AS OUTLINED IN THE NON-COMPETITIVE MINIMUM QUALIFICATIONS.

Please note the vacancy ID in the subject line of your email when applying. If you are applying from Indeed, please indicate the location of the position and paste the job duties into your reply.

Your required educational credentials must have been awarded by an educational institution accredited by a regional, national, or specialized agency recognized as an accrediting agency by the United States (U.S.) Department of Education/Secretary of Education. If awarded by an institution outside of the U.S. and its territories, you MUST provide independent verification of equivalency when applying. A list of companies that provide these services (fees must be paid to the company you choose) can be found at: http://www.cs.ny.gov/jobseeker/degrees.cfm.

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

**PLEASE NOTE: If you are brand new to state service, you will start at the hiring rate of this position which is $65,001.

NYS Homes and Community Renewal (HCR) is committed to fostering a culture of diversity, equity, inclusion, and accessibility. Our work would not be possible without the diverse backgrounds, experiences, ideas, and abilities of our employees. HCR is committed to developing a workforce which represents the diverse population of New York State. HCR embraces a diverse and inclusive work environment by encouraging all individuals, including those with disabilities, to apply to open positions at the agency.

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

Name HR

Telephone

Fax

Email Address job.opportunities@hcr.ny.gov

Address

Street 38-40 State St.

Room 2N

City Albany

State NY

Zip Code 12207

Notes on ApplyingTO BE CONSIDERED FOR THIS POSITION, PLEASE PROVIDE A CURRENT RESUME - AND IF SUBSTITUTING YEARS OF EXPERIENCE, PLEASE PROVIDE PROOF OF ASSOCIATE’S OR HIGHER DEGREE AS OUTLINED IN THE NON-COMPETITIVE MINIMUM QUALIFICATIONS.

Please note the vacancy ID in the subject line of your email when applying. If you are applying from Indeed, please indicate the location of the position and paste the job duties into your reply.

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