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Assistant Office Services Manager

Applications accepted from current State employees and former permanent competitive class employees eligible for reinstatement. You must meet the minimum qualification.

Assistant Office Services Manager
Category of
Information
Posting Specific Information
Control Number 16-00106
Application Due By 5/13/16
Title Assistant Office Services Manager
Location: City DEC Region Division/Bureau Albany
Central Office
Operations/Office Services
Salary:
Grade:
18
Work Hours Days
Work Days Mon. - Fri.
Employment Type Permanent Budgeted Item
Appointment Type Contingent Permanent
Jurisdictional Class Competitive
Bargaining Unit/MC PS&T 05 (PEF)
Duties/Responsibilities 1. Assist the Office Services Manager (OSM) in the day to day operations of the Bureau, including
liaison to DEC executive staff, OGS and all landlords. This includes handling any inquiries/complaints
that may come in to Office Services via phone call or the Office Services email mailbox. Resolve any
issues as they arise in a reasonable time frame.
2. Oversee Central Office Mail Room, supervising two Office Assistant 2's and ensuring that the
mailroom processes run smoothly and efficiently.
3. Serve as Property Management Coordinator for DEC, overseeing and managing the Property
Management System. This includes adding purchased assets to the online Maintenance Management
System (MMS), distributing tags for these items, adding and removing property assets from the MMS as
necessary and interacting with Internal Controls staff to make the MMS as accurate as possible.
4. Assist OSM as DEC liaison with OGS for leases and space planning. This may include:
‐ performing on‐site inspections for leased facilities
‐ working with landlords in the resolution of issues related to the use of leased space
‐ acting as on‐site supervisor for installation and removal of furniture based on OGS plans,
space allocations/planning
‐ serving as OGS parking liaison
‐ working with DEC and OGS staff and landlords to help resolve issues, including payments.
5. Oversee and manage equipment surplus, which includes reviewing requests to surplus
equipment/furniture and deciding whether to surplus as scrap/junk or surplus through OGS for EBay
sale.
6. Monitor expenditures, prepare payments, vouchers and purchase orders, ensuring compliance with
procurement guidelines. This includes reviewing/making payments on invoices for Office Services and
processing purchase requests for various items including postage and DEC office supplies, using the
FMIS system as needed.
7. Process security ID requests. This includes processing new/replacement security ID's through the
OGS MEDIP system and adding the proper requested access through DEC's C‐Cure system.
8. Acts as DEC's Passage Point liaison to the Building Manager. This includes processing temporary ID
badges through DEC's Passage Point system and adding visitors into the Passage Point visitor system so
they may gain temporary access to the building.
8. Monitor the Office Services bulk mailbox in Outlook, responding to and resolving any issues.
Minimum Qualifications

Strictly adhered to based on
Civil Service requirements

Reassignment - Currently in the title of Assistant Office Services Manager and an employee of DEC
or

Reinstatement Eligible - Previously held the title on a permanent competitive basis or held a title as indicated under the transfer eligible section on a permanent competitive basis.
or

Transfer Eligible - One year of permanent competitive service at Salary Grade 16 or higher AND EITHER:
Eligible for transfer under Section 52.6: Must have current or prior permanent service in a title designated as 52.6 and within two salary grades of this position. Determination of titles that are 52.6 eligible can be found on the Department of Civil Service website, search "GOT-IT"
or
Eligible for transfer under Section 70.1: Permanent competitive service as an Assistant Office Services Manager, Head Clerk, Purchasing Agent, or Senior Administrative Analyst.

If you are on an examination eligible list for the position title, you do not need to respond to this posting UNLESS you are also eligible for appointment by transfer, reinstatement or reassignment as defined above; or the appointment type is provisional or temporary. The eligible list(s) will be canvassed as appropriate. Always respond to an eligible list canvass.

Additional Comments Must have valid driver's license or demonstrate the ability to meet the transportation needs of the position. Travel and overtime may be required.
To Apply

Qualified candidates should forward a resume and/or Employment Application which clearly indicates how the minimum qualifications are met and includes the Control Number. If you are applying for more than one posting, you must submit a separate resume or Employment Application for each control number. Send to:

Department of Environmental Conservation
625 Broadway
Albany, New York 12233-5060

Fax: (518) 402-9038

E-Mail: personnel@dec.ny.gov

Additional Notes:

If you are a permanent NYS employee not employed by the Department of Environmental Conservation or applying for reinstatement, please provide your social security number so that appointment eligibility may be verified.

State Employees: If you wish to receive an acknowledgement that your application for this posting was received by the Bureau of Personnel and then receive information on the disposition of the position, please attach two self-addressed stamped envelopes (preferably inter-office or inter-agency) to the application. If you are applying for more than one position, you must include two envelopes for each position.

Some vacancies may be anticipated and may not result in an appointment. Application for any position listed may not result in an interview.