Building Services Assistant II

Position Title: Building Services Assistant II

Location: Albany, NY

Grade/Classification: 2(D1\) Para \& Entry Level Professional I

Salary: $50,039 \- $66,665

Bargaining Unit: CSEA Local 698

FLSA Status: Non\-Exempt

Last Revised: August 16, 2018

Primary Purpose

The Building Services Assistant II supervises and performs a variety of tasks related to DASNY’s NYC building services operations. The Building Services Assistant II position is characterized by increased knowledge and independent initiative and serves as backup to the Assistant Office Manager, as required.

Essential Functions

• Supervise and oversee the mailroom and supply duties; develop processes and procedures and ensure the efficient and effective operation of the mailroom and procurement, maintaining and distribution of supplies.
• Provide training of mailroom and supply room procedures to ensure quality of service carried out by mailroom and other NYC building services staff.
• Communicate as needed with NYC lessor building maintenance and security. Maintain files stored in the NYC office, execute all file retrieval requirements and coordinate with records management staff.
• Prepare purchase requisitions for office and kitchen supplies, services and materials for the NYCO and NYC based field offices in accordance with DASNY’s purchasing procedures and guidelines.
• Assist in procuring equipment, cleaning services, and/or maintenance services as required; work with procurement, propose and/or develop scope of service, conduct research, and obtain quotes, as necessary. Monitor and ensure work is performed consistent with contract terms and/or ensure service agreement requirements are met.
• Perform and assist with building maintenance, renovations, repairs, painting, and cleaning of office, cubicles, kitchen, restrooms and other interior spaces.
• Perform and assist with travel administration, including the processing of travel requests, and the coordination of hotel reservations.
• Perform transportation services; ensure electronic requests for pickup and delivery services are performed as scheduled and trip receipts are maintained accordingly.
• Coordinate maintenance of DASNY’s NYC fleet vehicles, including the planning, organization and implementation of vehicle usage, inspection of vehicles, road testing and consultation/negotiation with automotive repair service providers.
• Review invoices, correspondence and other documents for accuracy and completeness.
• Set\-up equipment, refreshments, room(s) and clean\-up for Board and other DASNY meetings.
• Manage and prioritize workload, assign and monitor the completion of work.
• Interact and/or correspond directly with DASNY staff, contractors, and other external entities.
• Provide and/or coordinate the transportation services of DASNY’s President and/or Vice President with the Executive Assistant and applicable Building Services staff, as needed.
• Assist with moving and assembling furniture, moving equipment, file cabinets, boxes, etc. within the office, from the loading dock, or to and from field sites as necessary.
• Review, verify, record, process and/or reconcile data, prepare analysis as needed.
• Develop, prepare, and maintain reports, spreadsheets, databases, charts, and logs of moderate complexity requiring the use of intermediate and advanced computer application skills.
• Prepare and/or review correspondence, forms letters, forms and other documents as necessary.
• Research information, compile data, prepare recommendations as requested.
• Respond to emergency situations or provide support to other areas such as security.

Other Duties and Responsibilities

• Serve as back up to the Assistant Office Manager, as required.
• May train and evaluate employees.
• Assist with day\-to\-day office maintenance activities and provide backup for others as needed.
• Provide administrative support to other staff as needed.
• Assist with the documentation and implementation of procedures.
• Assist with internal controls implementation, review and testing.
• Undertake special assignments as directed.
• Maintain regular, consistent attendance and punctuality in accordance with DASNY policy.
• Must adhere to the NYS Information Security Policy Standards established and issued by the Office of Information Technology Services. (Standards can be found on the Intranet).

Supervision

Supervision of employees is required.

Physical/Mental/Visual Demands

Travel is required using public transportation, DASNY vehicle, rental vehicle or personal vehicle. This travel may include overnight stays at public accommodations and related establishments. Requires exposure to weather and temperature extremes and loud noises. Requires physical mobility (movement from place to place), the ability to lift at least 50 pounds, and the ability to see. Must be available to occasionally work a modified work schedule or extended workday hours.

Work Environment

Standard office environment including the use of one or more of the following: PC, telephone, fax machine, printer, copier, scanner, electronic stapler, three\-hole punch, date stamp, shredder, mail machine.

Minimum Qualifications

High school diploma or equivalent plus five years’ relevant experience. Must possess a valid driver’s license.

Preferred Qualifications

Associates degree plus three years of relevant experience. Must possess a valid driver’s license.

Essential Skills

• Strong interpersonal skills.
• Excellent oral and written communication skills.
• Demonstrated organizational skills and ability to prioritize.
• Demonstrated ability to work independently.
• Knowledge and application of basic maintenance and painting techniques, practices, materials, and equipment.

Knowledge of PC applications such as Outlook, Excel, Access, Word and PowerPoint.

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Benefits information:

DASNY provides financing and construction services to public and private universities, not\-for\-profit healthcare facilities, and other institutions which serve the public good.

We offer a comprehensive benefits plan, which includes:

• Choice of several health insurance plans
• Dental \& vision insurance
• Membership in the NYS Retirement System
• Deferred Compensation Investment Plan
• 13 vacation days per year
• 13 sick days per year
• 5 days of personal leave per year
• 12 paid holidays per year (plus one float day)
• Tuition reimbursement
• Training \& development opportunities

We offer additional benefits, which includes:

• Telecommuting Work Plan \- Employees are required to apply and obtain approval through management to telecommute according to DASNY’s Telecommuting Program Guidelines. The days designated as telecommute days must be consistent with operational needs as determined by DASNY division, department and/or unit management. Employees may only telecommute on up to four (4\) workdays per pay period and shall be limited to no more than two (2\) contiguous telecommute workdays. Eligibility applies after 3 months of employment.
• Limited Work from Home (LWFH) – additional telecommute days according to DASNY’s Telecommuting Program Guidelines. Eligibility applies after 6 months of employment.
• DASNY is a government employer for purposes of the Public Services Loan Forgiveness Program (PSLF Program). The PSLF Program forgives the remaining balance of certain student loans after making 120 qualifying monthly payments. For more information regarding PSLF Program and whether you qualify please visit the Studentaid.gov website.