Support Services Manager

Enterprise Shared Services - Corporate Services
White Plains, N.Y.

Description:
As Support Services Manager, you will be responsible for providing safe, efficient and cost-effective support services for Headquarters staff including mail and delivery, receiving and supply, reproduction, printing, centralized switchboard, the provision of temporary staff and ground transportation activities.

Principal Accountabilities Include:
Mail, Receiving & Supply – manage collection, distribute and track internal/external mail, shipments, deliveries and office supplies; pick-up of mail from post office, provision of overnight services and specialized mail, ordering, delivery and reconciliation of office supplies; and track, reconcile and pay postage, overnight, specialized service and supply charges.

Reproduction – oversee Authority-wide copier service contract for all sites and manage all reproduction services in HDQ office - contract provides more than 12 million copies at an annual cost of $750K and includes management of some 140 digital, multi-functional machines. In HDQ, supervises 3 dedicated reproduction staff producing some 8 million copies per year on high-speed centralized machines, and one full-time contracted specialist dedicated to machine training, maintenance and support for some 25 distributed machines producing an additional 2 million copies per year.  Reviews and approves all activities and charges under the master contract for performance and payment.

Printing – Directs in-house printing operations that produce mailings, stationary, letterhead, envelopes, brochures, posters, business cards, etc. for use throughout the Authority. Approximate number of color and black and white impressions is 200,000 annually.

Ground Transportation – Manages all ground transportation into and around HDQ office, and establishes schedules and assignments in conjunction with the Travel Desk, Secretary’s Office and President’s Office. Activity peaks monthly, depending primarily on locations of Trustee, President’s Review, and Management committee meetings. Ground Transportation duties are performed by the Mail Center Staff.

Pool Vehicles – Ensure and direct support by the CSS secretary for dispatching and returning vehicles as back up to the Fleet Coordinator.  Also provide support by the mail center staff for the transporting of vehicles to local service stations, dealerships and car washes as required.

Additional Support Services – Manage clerical staff who provide Secretarial Support, Central Switchboard Coverage, Employee Discount Program, Blood Drive, Temporary Staff Services, Off Site Parking for Seventy (70) employees and inventory and Maintenance of all typewriters and Fax Machines, coordinate computer and office equipment recycling in conjunction with IT Department.

Facilities Management Support – Provide operational support to Facility Management as requested with various activities such as receiving maintenance requests, generating work orders, preparing reports for inspections and compliance requirements. Provide CSS clerical support to cover FM phones as required.

Requirements:
Candidates must possess at least an Associates degree, along with 5 years of supervisory experience in a fast paced services environment. Knowledge of service operations is necessary to support professional staff. Familiarity with reprographic technologies, postal and delivery service requirements as well as vehicle management and support strategies are a must. Excellent leadership, supervisory, problem solving, collaboration, planning, negotiating, analytical, decision making, verbal and written communication skills are required.

We offer competitive salary with excellent benefits in a strong team environment. Please email your resume to: Careers@NYPA.gov and be sure to put the job title in the subject line.