Office Services and Facilities Manager (Special Assistant, NS)

New York State Department of Financial Services; New York (NY); On-site; USD 94,000 - 118,000; Full time

Job summary

The New York State Department of Financial Services seeks an Office Services and Facilities Manager to plan, direct, and oversee administrative and operational support services for the agency. The role supervises staff, manages daily operations, and ensures efficient delivery of office services, facilities management, and related support functions.

Responsibilities include directing procurement, space planning, vendor contracts, inventory control, and budget oversight, while collaborating with

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, with supervisory responsibility.
• 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.

Responsibilities

• Supervises staff responsible for office services, facilities, mail operations, print services, and related support functions.
• Develops, implements, and monitors procedures to improve efficiency and customer service.
• Coordinates facility maintenance, moves, and space planning activities.
• Manages contracts and vendor relationships to ensure services meet 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.
• Ensures compliance with applicable policies and regulatory requirements.
• Occasional travel (15%).
• Other duties as assigned.

Skills

Staff supervision

Customer service

Communication

Organizational skills

Vendor management

Facilities management

Education

Associate degree

Bachelor’s degree

Master’s degree

J.D.

Ph.D.

Job description

Duties 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.

Duties

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

• 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.
• 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.

Additional Comments

Please note that a change in negotiating unit may affect your salary, insurance and other benefits.

Salary: $93,659 - $118,388 (salary commensurate with experience)

Positions located within the New York City metropolitan area, as well as Suffolk, Nassau, Rockland, and Westchester Counties, are also eligible to receive an additional $4,000 annual downstate adjustment.

Appointment Status: This is an appointment to a position in the exempt jurisdictional class.

Appointment to this position is pending Governor Appointment’s Office and Division of Budget approval.