Operations Support Manager 2, Box # PIMS-1167/51303

New York State Education Department; City of Albany (NY); Hybrid; USD 123,000 - 151,000; Full time

Benefits offered by this job

Holiday & Paid Time Off

Health Care Benefits

Pension & Retirement Plan

Job summary

New York State Education Department (NYSED) is seeking an Operations Support Manager 2 for the Facilities and Business Services Office. You will lead statewide leased property management, space planning, capital planning, and safety initiatives to support agency operations and workforce needs.

You will supervise leasing, occupancy planning, and fleet, records, warehouse, and administrative support services; coordinate with landlords and program leadership to ensure regulatory compliance and

Qualifications

• Must have one year of permanent competitive or 55b/c service in a title M1 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.
• One year of permanent competitive or 55b/c service in a title allocated M1 or higher eligible to transfer under Section 52.6 of the Civil Service Law.

Responsibilities

• Direct and oversee the agency's statewide leased property portfolio, including lease acquisition, negotiations, renewals, amendments, consolidations, and terminations; liaise with OGS, landlords, brokers, attorneys, and program leadership to meet requirements.
• Supervise Leasing Managers and staff responsible for lease administration, occupancy planning, rent review, tenant improvements, and safety/compliance with lease terms.
• Lead agencywide space planning for leased and owned facilities; assess current/future space needs, coordinate moves and renovations.
• Coordinate with Facility leaders and contribute to agencywide capital plans for leased and owned facilities; identify deficiencies and priority needs.
• Provide leadership for health and safety programs; ensure compliance with OSHA, PESH, fire and life safety codes; coordinate safety initiatives.
• Direct emergency preparedness, business continuity, and disaster recovery activities; coordinate with landlords, law enforcement, and emergency management.
• Oversee fleet management operations including acquisition, leasing, utilization, maintenance, and policy compliance.
• Manage centralized administrative support services; establish service standards and procedures for statewide efficiency.
• Direct records management and retention programs; ensure compliance with NY Archives requirements and internal needs.
• Direct warehouse operations, inventory control, asset management, and disposition activities.
• Develop and administer contracts, procurements, and service agreements for leased facilities and administrative operations.
• Establish and evaluate internal controls, policies, and performance standards to improve effectiveness and compliance.
• Supervise and evaluate staff; set priorities and performance expectations; allocate resources; provide strategic leadership across facilities services.
• Perform other duties as assigned to support NYSED's facilities management objectives.

Job description

Duties Description

The New York State Education Department’s (NYSED) Office of Performance Improvement and Management Services is seeking candidates for an Operations Support Manager 2 position in the Facilities and Business Services Office. The incumbent of this position will report to the Director of Facilities and Business Services. Duties of this position include, but are not limited to, the following:

• Direct and oversee the agency's statewide leased property portfolio, including lease acquisition, negotiations, renewals, amendments, consolidations, and terminations. Serve as the primary liaison with the Office of General Services (OGS), landlords, property managers, brokers, attorneys, and program leadership to ensure leased facilities meet operational, financial, regulatory, and programmatic requirements;
• Supervise Leasing Managers and associated staff responsible for lease administration, landlord relations, occupancy planning, rent payment review and coordination, tenant improvements, facility maintenance obligations, and compliance with lease terms. Monitor lease expirations, renewal opportunities, space utilization, and emerging facility needs to support strategic real estate planning and cost-effective occupancy decisions;
• Lead agencywide space planning initiatives for leased and owned facilities, working closely with program leadership to assess current and future space needs, evaluate relocation opportunities, and coordinate office moves, consolidations, expansions, and renovations to support agency operations and workforce requirements;
• Coordinate with other Facility leaders, and oversee parts of the development, implementation, and maintenance of agencywide capital plans for leased facilities and support at owned properties. Identify facility deficiencies and future infrastructure needs, establish project priorities, support capital funding requests, and ensure alignment with agency strategic and operational objectives;
• Provide leadership and oversight for agency health and safety programs through the supervision of Health and Safety Managers and staff. Ensure compliance with OSHA, PESH, fire and life safety codes, emergency preparedness requirements, and other regulatory standards. Coordinate tenant safety organizations, evacuation planning, workplace safety initiatives, and agency responses to safety-related incidents and inspections;
• Direct emergency preparedness, business continuity, and disaster recovery activities across agency-owned and leased facilities. Coordinate with landlords, law enforcement agencies, emergency management organizations, contractors, and internal stakeholders to ensure the protection of personnel, property, and critical operations;
• Oversee agency fleet management operations, including vehicle acquisition, leasing, assignment, utilization, maintenance, repair, replacement planning, and policy compliance. Ensure fleet resources are managed efficiently, safely, and in support of agency operational needs;
• Manage centralized administrative support services, including mailroom operations, document production, printing, reproduction, distribution, and related customer support functions. Establish service standards, operational procedures, and performance measures to ensure efficient, cost-effective, and responsive services statewide;
• Direct the agency's records management and retention program, ensuring records are created, maintained, retained, archived, and disposed of in accordance with New York State Archives requirements, applicable laws and regulations, and agency operational needs. Coordinate with program areas to establish effective recordkeeping systems that support compliance, accountability, risk management, and business continuity;
• Direct warehouse operations, inventory control, asset management, records retention, storage, retrieval, and disposition activities. Ensure agency assets, equipment, supplies, furniture, and records are properly safeguarded, accounted for, and maintained in accordance with agency policies and applicable requirements;
• Develop and administer contracts, procurements, and service agreements supporting leased facilities, administrative operations, and agency support services. Ensure compliance with State procurement requirements while maintaining productive relationships with OGS, landlords, contractors, vendors, and regulatory agencies;
• Establish and evaluate internal controls, operational policies, procedures, and performance standards to improve organizational effectiveness, ensure regulatory compliance, safeguard agency assets, and enhance service delivery;
• Supervise and evaluate assigned professional, managerial, and support staff; establish priorities and performance expectations; allocate resources; and provide strategic leadership to ensure the effective delivery of leasing, facilities, health and safety, fleet, records, warehouse, mail, printing, and administrative support services statewide; and
• Perform other duties as assigned in support of NYSED's facilities management and operational objectives.

Minimum Qualifications

Section 70.1 Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title M1 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.

Section 52.6 Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title allocated M1 or higher eligible to transfer under Section 52.6 of the Civil Service Law.

For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website. https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm

Non-competitive Promotion: If there are three or fewer qualified candidates, a permanent appointment may be made as a non-competitive promotion pursuant to Section 52.7 of the Civil Service Law. To qualify, candidates must have one year of permanent competitive or 55b/c service in/as an Operations Support Manager 1, Plant Superintendent B, Plant Superintendent C, or Facilities Planner 2.

In accordance with Section 52.7 of the Civil Service Law, this notice advises all employees of the New York State Education Department of our intention to conduct a non-competitive promotional examination for this position. Permanent appointment may be made by non-competitive promotion of an applicant who meets the position’s minimum qualifications if a non-competitive examination is approved by the Department of Civil Service.

Provisional Appointment: In the absence of an eligible list with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. For provisional appointment, candidates must be a current New York State employee AND have one year of permanent service as an Operations Support Manager 1, Plant Superintendent B, Plant Superintendent C, or Facilities Planner 2. Provisional candidates must take the examination for Operations Support Manager 2 when it is next offered, and must be reachable on the resulting eligible list to maintain employment.

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

Additional Comments

CONDITIONS OF EMPLOYMENT: This will be a contingent permanent, competitive appointment or a temporary provisional appointment. Provisional candidates must take the examination for this title when it is next offered and must be reachable on the resulting eligible list to maintain employment. Promotions and transfers may change appointees’ negotiating unit. Candidates should be aware that changes in negotiating units may affect their salary, insurance, and other benefits.

Verification of experience will be required at the time of interview for all candidates.

This position allows for the opportunity to telecommute up to 30% each bi-weekly pay period and is granted at the discretion of the supervisor and the appointing office. This position will require 30% in-state travel.

This position leads to a maximum salary of $137,206 based on annual performance advances. For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

Interested in a job with New York State, but don’t know where to start?

Visit these links for information on working for New York State:

• https://www.cs.ny.gov/jobseeker/
• https://www.cs.ny.gov/pio/publications/gettingajob.pdf

Generous benefits of working for New York State, including, but not limited to, the following:

Holiday & Paid Time Off

• Thirteen (13) paid holidays annually.
• Thirteen (13) days of paid vacation leave in year one, increasing to 20+ days with additional years of service.
• Five (5) days of paid personal leave annually.
• Thirteen (13) days of paid sick leave annually for PEF/CSEA and eight (8) days paid sick leave annually for M/C.
• Annual professional leave and educational leave opportunities for eligible staff.

Health Care Benefits

• Eligible employees and dependents can choose from a variety of affordable and generous health insurance programs.
• Family dental and vision benefits at no additional cost.

Additional Benefits

• Enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply).
• NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan.
• Paid Parental Leave for all employees and Paid Family Leave (M/C Only).
• Public Service Loan Forgiveness (PSLF).
• Eligibility for various life insurance options.