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Review Vacancy

Date Posted 06/25/15

Applications Due07/10/15

Vacancy ID21965

AgencyJustice Center For The Protection Of People With Special Needs

TitleOffice Services Manager

Occupational CategoryAdministrative or General Management

Salary Grade23

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

Salary RangeFrom $67703 to $85635 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 8 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Schenectady

Street Address 401 State Street

City Schenectady

StateNY

Zip Code12305

Minimum Qualifications Employees who have permanent status in the posted title and are interested in reassignment OR employees who meet the qualifications stated below are encouraged to respond to this posting.

52.6 Transfer:

One year of permanent competitive service in a title SG-21 and above designated administrative under Section 52.6 of the Civil Service Law.

Duties Description Under the general direction of the Administrative Officer 2, the Office Services Manager will assist in the planning, directing, reviewing and coordinating the facilities management, fleet management, space planning, telecommunications and security functions of the bureau. In the performance of duties this position will directly supervise an Administrative Assistant and clerical staff. The incumbent will perform the following duties which include, but are not limited to:

• Manage and maintain the Department’s fleet vehicles to assure efficient, safe and reliable operation of the agency’s vehicles in compliance with Office of General Services (OGS), Department of Motor Vehicle, Division of the Budget (DOB), Governor’s Executive Order(s) and related local, State and Federal requirements.

• Prepare policies and procedures for the operation and control of automobiles for supervisory review and approval.

• Supervise and direct the purchasing, leasing, maintenance, repair, assignment and monitoring of Department fleet vehicles.

• Review, formulate and provide recommendations of lease documents including letters, clearance sheets, and contract approval forms to the Administrative Officer 2.

• Review plans and schedules for construction projects, coordinate trades and subcontractors to assure timely project completion while minimizing program disruption.

• Oversee all building-related issues and be involved in the creation and implementation of policies and procedures that govern the use of all building resources.

• Serve as primary contact for landlord and OGS on issues and situations affecting Department operations, life and safety and other facility issues.

• Establish and implement agency purchasing policies in response to control agency directives and management priorities in accordance with the NYS Procurement Council’s Procurement Guidelines. Communicate with finance and budget staff on new or amended purchasing requirements and the potential impact upon the agency’s operations and administration.

• Assess internal purchasing procedures and actions for potential risks or liabilities and recommend action to strengthen processes and/or resolve any findings. Research and suggest opportunities to achieve cost savings, such as consolidating orders, negotiating large purchases, suggest cost-efficient alternatives and developing internal spending control guidelines.

• Identify opportunities for increasing the efficiency of the purchasing process to better meet the needs of the agency such as providing active support for the appropriate use by staff of the VISA procurement card; and the use of the Statewide Financial System; using scheduled payments to improve the contract vouchering process; and reviewing and suggesting new or alternate methods of streamlining routine office and financial processes.

• Work closely with representatives from the Office of General Services, the Business Services Center, the Office of the State Comptroller and the vendor community to coordinate negotiations and approvals needed for obtaining goods and services within the agency’s required timeframe. Provide procurement procedure information to agency staff and assist with procurement issues.

• Answer inquiries and provide updated reports to Justice Center Management, DOB and other control agencies as required.

• Supervise the operation of Agency-wide telecommunications systems (telephone, fax and cell phones) etc.

• Administer and monitor the arrangements for all telephone installations, equipment and maintenance/repair. Maintain inventory of telecommunications equipment.

• Oversee the building security system to ensure proper access is given to employees and received by employees.

• Communicate Bureau objectives articulated by the Administrative Officer 2 and specify project requirements to staff. Monitor progress toward completion.

• Provide necessary training and direction to staff on specific assignments.

Additional Comments The New York State Justice Center for the Protection of People with Special Needs (Justice Center) is charged with protecting over one million New Yorkers under the care or jurisdiction of six state agencies.

The following list outlines several of the Justice Center’s key responsibilities:

• Advocate on behalf of individuals with disabilities and provide oversight of quality of care.
• Operate a centralized, statewide 24-hour hotline and incident reporting system staffed by trained personnel.
• Operate a statewide register that contains the names of individuals found responsible for egregious or repeated acts of abuse or neglect.
• Centralize and perform functions relating to criminal history background checks.
• Investigate serious allegations of abuse and neglect.
• Prosecute criminal acts of abuse and neglect.
• Analyze abuse patterns and trends in order to prevent future occurrences.

NOTE: You are advised that should you accept a job offer with this agency, you may be required to be fingerprinted and pay for the cost of the fingerprinting fee.

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

Name James DeGennaro

Telephone 518-473-5282

Fax 518-486-1631

Email Address HRresumes@ogs.ny.gov

Address

Street NYS Office of General Services, HRM

40th Floor Corning Tower, Empire State Plaza

City Albany

State NY

Zip Code 12242

 

Notes on ApplyingPlease submit a cover letter along with a clear and concise resume. Include details on how you meet the minimum qualifications and a full explanation of how you possess the investigative experience described above. Indicate the Vacancy ID number for which you are applying.

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