StateJobsNY
Centralized Office Services Supervisor
Oversee centralized office services and Micro Records functions for HESC and supervise staff performing these functions. Oversee space planning and utilization and property management, including HESC offices in Albany and NYC. Coordinate electrical and data network changes and staff moves including the delivery, installation and movement of office furniture, files and other workstation equipment. Plan and coordinate space allocation materials including new construction and renovations. May meet with agency managers to determine space requirement, ensuring that space designs and furniture modifications reflect current need and conform to Office of General Services (OGS) space allocation guidelines and OSHA standards. Coordinate the purchase, delivery, installation and movement of office furniture, files, and other workstation equipment. Research and provide recommendations on vendors and cost-effective measures for acquiring equipment and services. Oversee the development and review of new and revised maintenance repair contracts and direct the development of multiyear equipment maintenance and replacement plans. Act as liaison with OGS, landlords, contractors, and vendors for the negotiation and approval of lease documents and design specifications for HESC's Albany and NYC office locations. Serve as agency representative for tenant work group for state agencies located at 99 Washington Avenue, Albany. Manage tenant alteration requests as needed. Supervise HESC's mailroom including the receipt, sorting and distribution of mail and packages, timely completion of courier services, and compliance with mailing regulations and guidelines. Review and approve requests for office supplies; monitor inventory levels and approve supply requisitions. Coordinate the transfer and disposal of surplus property with OGS. Assist the Internal Controls Office in supporting HESC's records management and retention program. Oversee the provision of agency parking services and/or act as the liaison with OGS. Assist in the development and oversight of building health and safety and building access. Oversee contracted security staff. May serve as a coordinator for a tenant safety organization. Develop and maintain a system of approving, documenting, and tracking all chemical products; review, update and maintain material safety data sheets to reduce the environmental impact of office supplies. Oversee the purchase, implementation, and maintenance, of automated external defibrillators; recruit trained operators and arrange training for new operators. Develop and maintain emergency response plans and escape routes; participate in periodic review of emergency response plans and escape routes to ensure plans are maintained and updated as needed. Oversee identification badge system, proximity card secured entry system, and visitor information. Serve as liaison for building access with building management. In coordination with Human Resources, respond to employee or union concerns regarding health and safety such as assisting with ergonomic assessments; coordinate with appropriate in-house staff or external vendors to satisfactorily resolve building issues. Ensure that appropriate security measures are included in new and modified facility plans, including reception services, and alarm and camera systems. Oversee contracted security staff at HESC and liaise with security staff engaged by building management. Study and evaluate the organization for process improvements, including space planning, physical requirements and improvements, and analysis of hardware and equipment maintenance and replacement. Review and update work instructions, job aids, policies, administrative and procedural manuals. Oversee staff engaged in cataloging, scanning, logging, reviewing documents and files related to the ongoing wind down of the Federal Family Education Loan Program (FFEL). Research, identify, and make recommendations to further HESC's participation in the GreenNY: State Purchasing and Operations initiative as detailed in Executive Order 22. Actions include engaging in environmentally preferable purchasing requirements, optimizing operations to increase energy efficiency and utilizing available GreenNY knowledge resources to continually engage in best practices. Perform other duties as assigned.
Oversee centralized office services and Micro Records functions for HESC and supervise staff performing these functions. Oversee space planning and utilization and property management, including HESC offices in Albany and NYC. Coordinate electrical and data network changes and staff moves including the delivery, installation and movement of office furniture, files and other workstation equipment. Plan and coordinate space allocation materials including new construction and renovations. May meet with agency managers to determine space requirement, ensuring that space designs and furniture modifications reflect current need and conform to Office of General Services (OGS) space allocation guidelines and OSHA standards. Coordinate the purchase, delivery, installation and movement of office furniture, files, and other workstation equipment. Research and provide recommendations on vendors and cost-effective measures for acquiring equipment and services. Oversee the development and review of new and revised maintenance repair contracts and direct the development of multiyear equipment maintenance and replacement plans. Act as liaison with OGS, landlords, contractors, and vendors for the negotiation and approval of lease documents and design specifications for HESC's Albany and NYC office locations. Serve as agency representative for tenant work group for state agencies located at 99 Washington Avenue, Albany. Manage tenant alteration requests as needed. Supervise HESC's mailroom including the receipt, sorting and distribution of mail and packages, timely completion of courier services, and compliance with mailing regulations and guidelines. Review and approve requests for office supplies; monitor inventory levels and approve supply requisitions. Coordinate the transfer and disposal of surplus property with OGS. Assist the Internal Controls Office in supporting HESC's records management and retention program. Oversee the provision of agency parking services and/or act as the liaison with OGS. Assist in the development and oversight of building health and safety and building access. Oversee contracted security staff. May serve as a coordinator for a tenant safety organization. Develop and maintain a system of approving, documenting, and tracking all chemical products; review, update and maintain material safety data sheets to reduce the environmental impact of office supplies. Oversee the purchase, implementation, and maintenance, of automated external defibrillators; recruit trained operators and arrange training for new operators. Develop and maintain emergency response plans and escape routes; participate in periodic review of emergency response plans and escape routes to ensure plans are maintained and updated as needed. Oversee identification badge system, proximity card secured entry system, and visitor information. Serve as liaison for building access with building management. In coordination with Human Resources, respond to employee or union concerns regarding health and safety such as assisting with ergonomic assessments; coordinate with appropriate in-house staff or external vendors to satisfactorily resolve building issues. Ensure that appropriate security measures are included in new and modified facility plans, including reception services, and alarm and camera systems. Oversee contracted security staff at HESC and liaise with security staff engaged by building management. Study and evaluate the organization for process improvements, including space planning, physical requirements and improvements, and analysis of hardware and equipment maintenance and replacement. Review and update work instructions, job aids, policies, administrative and procedural manuals. Oversee staff engaged in cataloging, scanning, logging, reviewing documents and files related to the ongoing wind down of the Federal Family Education Loan Program (FFEL). Research, identify, and make recommendations to further HESC's participation in the GreenNY: State Purchasing and Operations initiative as detailed in Executive Order 22. Actions include engaging in environmentally preferable purchasing requirements, optimizing operations to increase energy efficiency and utilizing available GreenNY knowledge resources to continually engage in best practices. Perform other duties as assigned.