Job Details

Assistant Office Services Manager

The New York State Education Department's (NYSED) Office of Performance Improvement and Management Services is seeking candidates for an Assistant Office Services Manager who will be working under the title of Leasing Manager for the Office of Facilities and Business Services.

The Leasing Manager is responsible for managing the New York State Education Department's leased property portfolio and serving as the primary liaison between NYSED, the Office of General Services (OGS), property owners, landlords, and program offices. The position oversees lease transactions, leased space planning, site evaluations, occupancy needs, facility compliance, tenant improvements, and related real estate activities to ensure leased facilities effectively support agency operations. The Leasing Manager provides strategic guidance on workplace planning, lease negotiations, and property management while ensuring compliance with applicable State policies, regulations, and workplace standards.

Duties of this position include, but are not limited to, the following:

• Serve as NYSED's primary liaison with program offices, executive leadership, the Office of General Services (OGS), landlords, property owners, building managers, contractors, vendors, ITS, and other State agencies regarding leasing, occupancy, workplace planning, facility operations, telecommunications, parking, fleet management, and related administrative services.
• Manage NYSED's leased property portfolio, including lease acquisitions, renewals, amendments, consolidations, relocations, occupancy agreements, tenant alteration requests (TARs), and lease negotiations; evaluate prospective and existing sites; coordinate lease documentation and approvals; monitor landlord obligations; and ensure leased facilities support agency operational requirements while complying with applicable laws, regulations, accessibility standards, health and safety requirements, and agency policies.
• Work closely with OGS Real Estate Management and Leasing Services daily to address operational needs, lease renewals, relocations, space requests, Tenant Alteration Requests, compliance matters, escalated landlord issues, and strategic occupancy planning to ensure continuity of agency operations and timely resolution of facility concerns.
• Maintain comprehensive oversight of lease portfolios and occupancy requirements by tracking critical lease milestones, expiration dates, renewal timelines, and relocation needs; proactively engage program offices, OGS, and property owners to evaluate future space requirements and ensure timely lease renewals, modifications, consolidations, or relocations.
• Assess program space needs and occupancy requirements; develop and implement space utilization strategies, floor plans, workplace layouts, furniture configurations, and relocation plans; coordinate construction, renovation, and workspace modification projects; and oversee the installation, movement, and maintenance of furniture, fixtures, equipment, electrical services, data networks, and related workplace infrastructure.
• Administer and reconcile all leased-facility billing activities in coordination with Department Operations and Accounts Payable, including reviewing invoices for accuracy, validating landlord charges against lease terms and operating agreements, resolving billing discrepancies, ensuring timely payment of obligations, and maintaining accurate financial records for leased facilities.
• Maintain fleet management operations, preventive maintenance and repair schedules, inspections, registrations, toll accounts, fuel and vehicle utilization monitoring, replacement planning, surplus vehicle disposition, parking administration, and compliance reviews to ensure efficient, cost-effective, and reliable service delivery.
• Conduct operational, financial, and facility assessments, including lease evaluations, site inspections, cost-benefit analyses, utilization reviews, vendor assessments, and compliance audits; develop recommendations to improve efficiency, reduce costs, optimize facility utilization, and support long-range agency planning.
• Prepare and maintain reports, records, presentations, correspondence, specifications, contracts, service agreements, budget analyses, occupancy data, and other documentation related to leasing, facilities management, telecommunications, fleet operations, and administrative support services; oversee contract development and administration; and support multi-year equipment maintenance and replacement planning.
• Coordinate health and safety and emergency preparedness initiatives within leased facilities, including AED, First Aid, and CPR programs; support continuity of operations planning; and perform other duties as assigned in support of NYSED's facilities, real estate, and business operations objectives.
• Perform other duties as assigned in support of NYSED's facilities management and operational objectives.

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE MINIMUM QUALIFICATIONS:

To be considered for appointment through NY HELPS candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:

• Six years of experience, including two at a supervisory level, in at least two of the following office services: property or space management, warehouse and inventory operations, purchasing, fleet or parking management, telecommunications, mail room operations, printing, or records management and retention.
• Substitution: An associate degree can substitute for two years of specialized experience; a bachelor's degree can substitute for four years of experience.

COMPETITIVE MINIMUM QUALIFICATIONS:

Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Assistant Office Services Manager.

Eligible List Appointment: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter. You must complete and return it as instructed on the letter.

Section 70.1 Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title SG-16 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.

Section 70.4 Transfer to Assistant Office Services Manager: Candidates may be eligible for nomination for transfer under Section 70.4 of the Civil Service Law to this title if they are a current NYS employee with one year of permanent competitive or 55b/c service in a title SG-16 or higher AND have standing on the eligible list for this title.

Section 52.6 Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title allocated SG-16 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.

55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess a current 55b/c eligibility letter and meet the minimum qualifications.

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.

Conditions of employment: This will be a contingent permanent, competitive or non-competitive appointment. For 55b/c appointment, candidates must possess the minimum qualifications, a current 55b/c eligibility letter and are subject to verification of applicant eligibility. 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 and/or education 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 $85,138 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.

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.