Assistant Office Services Manager; NY HELPS), WCB Item

Position: Assistant Office Services Manager(NY HELPS), WCB Item #2426
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Review Vacancy

Date Posted 02/13/26

Applications Due
02/23/26

Vacancy ID209541

* Basics

* Schedule

* Location

* Job Specifics

* How to Apply

NY HELPYes

Agency Workers' Compensation Board

Title Assistant Office Services Manager(NY HELPS), WCB Item #2426

Occupational Category Clerical, Secretarial, Office Aide

Salary Grade
18

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

Salary Range From $66951 to $85138 Annually

Employment Type

Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 10%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Schenectady

Street Address Office of Financial Services, Facilities/Mailroom

328 State Street

City Schenectady

StateNY

Zip Code
12305

Duties Description Under the supervision of the Office Services Manager, SG-23, within the Office of Financial Services Division, Facilities/Mailroom Bureau and Section, the position will be responsible for managing Board equipment inventories, managing parking permit allocations, support staff transitions, and coordinating technology and workspace needs across all WCB locations. The position also provides cross-functional support to other units within the Facilities Bureau, including surplus property management and space planning.

Specific duties include, but are not limited to:

* Asset Management

* Manage the receipt, distribution, and tracking of equipment, including laptops, docking stations, monitors, and printers.

* Maintain and update Facilities' asset management database to ensure accurate records of equipment assignment, status, and location.

* Conduct annual physical audits of IT and office equipment across all Board locations to verify assets are in their assigned locations and used by assigned staff.

* Reconcile physical inventory results with our asset management database and address any discrepancies.

* Design and implement procedures to track the issuance and return of equipment when staff onboard, offboard, or transfer within the agency.

* Prepare an asset inventory report after auditing the assets at each location.

* Prepare reports and data summaries to help Facilities effectively oversee its equipment and support purchasing proper quantities.

* Monitor equipment lifecycle status and coordinate retiring, reassigning, or replacing aging or damaged equipment.

* Track the deployment and use of premium software subscriptions, ensuring licenses are assigned appropriately and reallocated when staff change roles, leave the agency, or otherwise no longer have a license.

* Collaborate with the Office of Information Technology Services (ITS) and WCB's Procurement Unit to ensure assets are tagged and labeled timely and accurately and ensure inventory records are updated timely and accurately.

* Once the Board decides to surplus equipment, update our asset management system to ensure it reflects the equipment has been decommissioned and entered into the OGS Surplus Personal Property program.

* Ensure Board staff do not connect personal or otherwise unapproved devices to State-owned equipment pursuant to ITS security policies.

* Ensure Board staff do not use State-owned equipment inappropriately, pursuant to ITS security policies.

Procurement and Coordination

* Monitor our asset inventory, project future needs, and initiate procurements to ensure adequate inventory levels to handle staff increases and replace broken equipment.

* Consult with ITS, WCB's Purchasing Unit, and other WCB units to purchase equipment.

ITS Coordination and ITSM Tracking

* Prepare and submit service requests to ITS for equipment and workspace needs, track open requests, and follow up on outstanding requests to ensure timely completion.

* Develop and implement procedures for the ITS LEAN system to improve request tracking and workflow efficiency.

* Meet with our ITS dedicated team to discuss expectations and resolve issues to ensure the services provided by ITS meet the expectations established in our service level agreement.

* Develop implementation plans for statewide hardware and software deployments.

Parking Management

Serve as the liaison between the Board and the OGS Parking Management Bureau, building management at our leased office spaces, and parking management vendors.

Administer the parking program for our Capital District locations. For these locations, this responsibility includes:

*…