Office Services and Facilities Manager (Special Assistant, NS)

Job Description

The New York State Department of Financial Services seeks to build an equitable, transparent, and resilient financial system that benefits individuals and supports business. Through engagement, data-driven regulation and policy, and operational excellence, the Department and its employees are responsible for empowering consumers and protecting them from financial harm; ensuring the health of the entities we regulate; driving economic growth in New York through responsible innovation; and preserving the stability of the global financial system.
The Department of Financial Services is seeking candidates for the position of Office Services and Facilities Manager within Office Services. The Office Services and Facilities Manager is responsible for planning, directing, and overseeing administrative and operational support services for the agency. The position supervises staff and manages daily operations to ensure efficient delivery of office services, facilities management, mail and distribution services, print and copy services, records management, inventory control, and vendor coordination. Duties include, but are not limited to:
• Supervises and evaluates staff responsible for office services, facilities, mail operations, print services, and related support functions;
• Develops, implements, and monitors operational procedures to improve efficiency and customer service;
• Coordinates facility maintenance, repairs, office moves, and space planning activities;
• Manages contracts and vendor relationships to ensure services are delivered effectively and in accordance with agency requirements;
• Oversees inventory, equipment, supplies, and employee management programs;
• Monitors budgets, expenditures, and procurement activities for operational programs;
• Prepares reports and recommendations for executive management;
• Collaborates with internal program areas, external vendors, building management, and other stakeholders to support agency operations;
• Ensures compliance with applicable policies, procedures, and regulatory requirements;
• Occasional travel 15%; and
• Other duties as assigned.

Minimum Qualifications:
Preferred Qualifications
• Eight years of experience in at least two of the following office services: property or space management, warehouse and inventory operations, purchasing, mail room operations, or printing, one of which must have been at a supervisory level.
o Associate degree may substitute for two years of specialized experience; bachelor's degree may substitute for four years of specialized experience; master's degree may substitute for five years of specialized experience; J.D. may substitute for six years of specialized experience; Ph.D. may substitute for seven years of specialized experience.
• Experience supervising administrative, facilities, or operational support staff.
• Experience managing vendor contracts and facility-related services.
• Strong customer service, communication, and organizational skills.
• Experience working with executive leadership and diverse stakeholders.
Appointment Method:
This is an appointment to a position in the exempt jurisdictional class. As such, the incumbent of this position would serve at the pleasure of the appointing authority.

Requirements

Preferred Qualifications
• Eight years of experience in at least two of the following office services: property or space management, warehouse and inventory operations, purchasing, mail room operations, or printing, one of which must have been at a supervisory level.
o Associate degree may substitute for two years of specialized experience; bachelor's degree may substitute for four years of specialized experience; master's degree may substitute for five years of specialized experience; J.D. may substitute for six years of specialized experience; Ph.D. may substitute for seven years of specialized experience.
• Experience supervising administrative, facilities, or operational support staff.
• Experience managing vendor contracts and facility-related services.
• Strong customer service, communication, and organizational skills.
• Experience working with executive leadership and diverse stakeholders.
Appointment Method:
This is an appointment to a position in the exempt jurisdictional class. As such, the incumbent of this position would serve at the pleasure of the appointing authority.