Public Records Officer

City of New York; New York (NY); Hybrid; USD 66,000 - 76,000; Full time

Job summary

City of New York’s Department of City Planning seeks a Records Access Officer to respond to FOIL requests, perform eDiscovery, and manage records retention and archival processes. You will collaborate with the Records Access Officer and DCP staff to ensure timely responses and accurate data entry.

The role requires strong organization, communication, and the ability to handle multiple time-sensitive projects, with oversight from the Counsel’s Office.

Qualifications

• Bachelor's degree and three years of clerical/administrative experience, one year in supervisory role.
• Associate degree and four years of clerical/administrative experience, with one year supervisory experience.
• High school diploma and five years of clerical/administrative experience, with one year supervisory experience.
• Education/experience equivalent to above with one year supervisory experience.

Responsibilities

• Acknowledge and respond to FOIL requests with Records Access Officer and DCP staff.
• Search and review emails and correspondence using an eDiscovery system.
• Enter data and generate reports in OpenRecords and DCP databases.
• Liaise with NYC Department of Records on records retention policy.
• Manage department records retention schedules and storage/disposal processes.
• Coordinate with NYC Archives to share reports and files on time.
• Ensure DCP reports are uploaded to the publications portal as required.
• Handle retrieval and return of archived hard-copy files off-site.

Skills

Organizational skills

Interpersonal skills

Verbal and written communication

Multitasking

eDiscovery experience

Education

Bachelor's degree + 3 years clerical/administrative experience

Associate degree + 4 years clerical/administrative experience

High school diploma + 5 years clerical/administrative experience

Education/experience equivalent to 1–3 with supervisory requirement

Tools

OpenRecords system

eDiscovery tools

Job description

NOTE: ONLY CANDIDATES WHO HAVE A PERMANENT PRINCIPAL ADMINISTRATIVE ASSOCIATE OR COMPARABLE CIVIL SERVICE TITLE WILL BE CONSIDERED FOR AN INTERVIEW. PLEASE INCLUDE YOUR EMPLOYEE IDENTIFICATION NUMBER (EIN) WHEN APPLYING AND INDICATE IN YOUR COVER LETTER IF YOU ARE A PERMANENT PRINCIPAL ADMINISTRATIVE ASSOCIATE OR IN A COMPARABLE TITLE.

THE AGENCY

The Department of City Planning (DCP) plans for the future of New York City, working to create thriving and dynamic neighborhoods with access to housing and jobs, resilient infrastructure, and a vibrant public realm. The Department engages communities to develop inclusive plans, expands housing access and economic opportunity, and plans for long-term sustainability.

DCP supports the City Planning Commission in its annual review of hundreds of land use applications. The Department also advises on citywide strategic and capital planning, analyzes data, conducts policy analysis, and creates open data and civic engagement tools.

The Department of City Planning offers staff meaningful opportunities to help shape the future of New York City and address some of its most pressing challenges. The Department values public service, collaboration, and creativity, and supports professional development. Learn more about DCP and view current job openings at www.nyc.gov/planning.

THE DIVISION

The Counsel's Office advises the Department of City Planning (DCP), the City Planning Commission, other governmental agencies, and private entities on all issues related to zoning, land use review, planning, development, environmental review, and agency administration and procedures.

THE ROLE

DCP’s Records Access Officer, under general direction, with wide latitude for independent judgement and initiative, will:

• Working with DCP’s Records Access (FOIL) Officer and coordinating with involved DCP staff to acknowledge and respond to FOIL requests
• Using complex eDiscovery system to search and review emails and other correspondence
• Performing computerized research, entering data and generating reports in OpenRecords and DCP databases
• Liaise with the NYC Department of Records on all matters of records retention policy
• Manage the Department records retention schedules for various types of documents, working with assigned team to ensure proper storage and/or disposal are in place.
• Manage the Departments relationship with the NYC Archives to ensure reports, commissioner files and other required documents are shared in a timely matter.
• Manage the Departments schedule of government publications ensuring that DCP reports are uploaded to the publications portal as required.
• Managing the retrieval and return of DCP’s archived hard-copy files stored off-site

Authorization to work in the United States is required for this position. The NYC Department of City Planning does not offer sponsorship, of any kind, for any type of employment opportunity. Applicants are responsible for ensuring that they meet all minimum qualifying requirements for this position at the time of application.

Only applicants under consideration will be contacted. Appointments are subject to Office of Management and Budget (OMB) approval.

This position may be eligible for remote work up to 2 days per week, pursuant to the Remote Work Pilot Program agreed to between the City and DC37.

NOTE: If you would like to request a reasonable accommodation during your visit or have questions regarding the accessibility of our facilities, please reach out to [e-mail] or call 212-720-3508 at least three business days prior to your arrival.

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Minimum Qualifications

• A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
• An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
• A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
• Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Preferred Skills

• Excellent organizational skills and attention to detail - Strong inter-personal skills - Effective verbal and written communication skills - The ability to manage multiple time-sensitive projects, and to coordinate with various parties to help complete them - Experience with legal, compliance operations, and/or document management (strongly preferred) - Experience with eDiscovery tools (preferred)

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

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

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

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.

, $66,062.00 – $75,971.00