Assistant Coordinator for Document Services and Archives

City of New York; New York (NY); On-site; CAD 85,000 - 106,000; Full time

Job summary

City of New York is seeking a Community Coordinator to manage requests within the Document Services and Archives unit. You will assist with research, material selection for publications, and help digitize and prepare documents for long-term storage.

Responsibilities include preserving historic materials, data entry into archives databases, and aiding intake procedures. Candidates should meet minimum qualifications in community work and show strong organizational skills.

Qualifications

• Bachelor's degree plus two years in community work or related duties.
• High school diploma plus six years in community work or related duties.
• Equivalent combination with at least one year of the above experience.

Responsibilities

• Handle requests received by the Document Services and Archives group.
• Assist staff with research requests and material selection for design work, publication and display.
• Assist in digitization, scanning and preparation of documents for long-term off-site storage.
• Preserve and maintain historic materials; enter data into archives databases.
• Assist with intake and acquisition procedures, including physical handling of new material and off-site storage recalls.
• Identify documents needing conservation and perform basic conservation tasks such as re-packing and boxing.

Skills

Interpersonal skills

Public service

Archives processes

Handling fragile materials

Cataloguing systems

Excel/Access

Deadline management

Lifting up to 50 lbs

Education

Bachelor's degree + 2 years related experience

High school diploma + 6 years related experience

Equivalent combination with at least 1 year experience

Tools

Excel

Access

Job description

Major Responsibilities

• - Under general direction of the Document Services and Archives Coordinator, with wide latitude for independent initiative and judgment, handle requests received by the Document Services and Archives group.
• - Assist Agency staff with research requests, material selection for design work, publication and display.
• - Assist in the digitization, scanning and preparation of documents for long-term off-site storage.
• - Preserve and maintain all historic materials for all print and digital collections. Enter data as needed into historic archives databases.
• - Assist with intake and acquisition procedures, including physical handling of new material, discarding of duplicates and recalling documents from the off-site storage facility.
• - Identify documents that require conservation and carry out basic conservation techniques such as re-packing, copying, and preserving fragile items. Box and inventory documents to be transported for off-site storage.
• - Handle fragile documents, large and heavy rolls of paper and mylar.
• - Retrieve, lift and file forms, shop drawings, approvals, rolls of plans, oversize plan file folders, specifications and other documents relating to capital construction projects.
• - Operate standard office equipment including computer, binding machine, copy machine and microfiche reader.
• - Perform special projects and initiatives assigned.
• - Assist the Document Services and Archives Coordinator with special projects as needed.

Work Location: Olmsted Center, Queens

*Current City Employees please include your ERN on your cover letter and resume.

NOTE: All resumes must be received no later than the last day of the posting period. *Posting period extended to 10/26/2026. Previous applicants are still under consideration and need not reapply. References will be required upon request.

Fees: Hired candidates will be subject to a processing fee between $40.00 to $101.00 based on the salary range of title. Hired candidates who are not currently employed by the City will be subject to a $107.50 background check fee.

nyc.gov/parks

MOVEMENT IN THE FACE OF CIVIL SERVICE LISTS IS PROHIBITED UNDER CIVIL SERVICE LAW.

For information about applying for Civil Service Exams go to: Civil Service Exams - Department of Citywide Administrative Services (nyc.gov)

COMMUNITY COORDINATOR - 56058

Minimum Qualifications

• A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or
• High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or
• Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.

Preferred Skills

• Strong interpersonal, communication and organizational skills.
• Skilled in working with the public, with a strong commitment to customer service.
• Experience or informed knowledge of libraries and archive processes.
• Experience handling fragile historic materials such as maps, photographs and documents.
• Familiar with electronic information systems and various types of cataloguing formats.
• Expertise in Excel, Access, or other similar numerical/data analysis programs.
• Ability to meet deadlines and identify and resolve issues with minimal direction.
• Ability to lift up to 50 pounds a plus with or without a reasonable accommodation.

Public Service Loan Forgiveness

• As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.

Residency Requirement

• Residency in New York City, Nassau, Orange, Rockland, Suffolk, Putnam or Westchester counties required for employees with over two years of city service. New York City residency required within 90 days of hire for all other candidates.

Additional Information

• The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.