HR Records College Aide

City of New York; New York (NY); On-site; USD 28,000 - 41,000; Full time

Job summary

The City of New York, Office of Chief Medical Examiner, is seeking a College Aide to support administrative and IT-related tasks during the school year. The position involves digitizing and organizing records, ensuring accuracy across digital and physical files, and assisting HR with confidential data handling and processing NYCAPS transactions.

Assignments are available at multiple levels based on your matriculation status, with tenure guidance and a structured advancement path.

Qualifications

• Assignment Level I requires matriculation at an accredited college or graduate school.
• Assignment Level II requires matriculation with IT-related courses, including 9 credits in IT/CS-related field.
• Assignment Level III requires matriculation with IT-focused study including 9 credits, appointed by the Technology Steering Committee.

Responsibilities

• Digitize and organize physical files, scanning and saving documents in digital formats.
• Cross-check digital records with physical files for accuracy.
• Review filing to ensure proper classification and organization.
• Maintain confidentiality and security of sensitive documents during handling.
• Track metrics on a systematic basis and report discrepancies.
• Collaborate with team to streamline digitization and review processes.
• Provide administrative support such as labeling, indexing, or preparing documents for digital storage.
• Process NYCAPS transactions in compliance with HR policies and handle verification requests.

Job description

• Job Category: Administration & Human Resources
• Salary Band: $20 to $30
• Compensation: USD 17.5 - USD 21.9

Job Description

This position will conclude at the end of the school year (June 2027) or upon graduation from your program, whichever occurs first.

The Office of Chief Medical Examiner investigates cases of persons who die within New York City from criminal violence, by accident, by suicide, suddenly when in apparent health, when unattended by a physician, in a correctional facility or in any suspicious or unusual manner or where an application is made pursuant to law for a permit to cremate a body of a person. The core values of CARES guide our work for communities and inform our behavior toward each other and all those we serve.

• Commitment: Dedicated to the mission at all times
• Accountability: Responsible to each other and the community
• Resilience: Adapt in the face of adversity
• Excellence: Achieve and maintain the highest quality
• Service: Innovate to meet evolving needs

The selected candidate will assist with various projects and tasks, including but not limited to, the following:

• Assist with the digitalization of physical files, including scanning, organizing, and saving documents in the appropriate digital formats
• Ensure accuracy and completeness of digital records by cross-referencing with physical files
• Review digital and physical records to confirm proper filing, classification, and organization
• Maintain confidentiality and security of sensitive documents during handling and digitization
• Track and provide metrics on a systematic basis
• Identify and report any discrepancies, missing information, or errors in filing systems
• Collaborate with team members to streamline the digitalization and review process
• Provide administrative support as needed, such as labeling, indexing, or preparing documents for digital storage
• Process NYCAPS transactions accurately and in compliance with agency and HR policies
• Handle employee verification requests, ensuring timely responses and proper confidentiality
• Collaborate with HR staff to resolve data issues and ensure smooth personnel processing
• Process transactions and assist with projects as assigned
• May assist in other areas as needed.

COLLEGE AIDE (ALL CITY DEPTS) - 10209

Qualifications

For Assignment Level I: Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school.

For Assignment Level II (Information Technology): Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school with a specific course of study in information technology, computer science, management information systems, data processing, or closely related field, including or supplemented by 9 semester credits in an acceptable course of study.

For Assignment Level III (Information Technology Fellow): Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school with a specific course of study in information technology, computer science, management information systems, data processing, or other area relevant to the information technology project(s) assigned, including or supplemented by 9 semester credits in an acceptable course of study. Appointments to this Assignment Level will be made by the Technology Steering Committee through the Department of Information Technology and Telecommunications.

Maximum tenure for all Assignment Levels in the title of College Aide is 6 years. No student shall be employed more than half-time in any week in which classes in which the student is enrolled are in session. Students may be employed full-time during their vacation periods.

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.