Records Aide (HR)

NYC Department of Health and Mental Hygiene; New York (NY); On-site; USD 32,000 - 42,000; Part time

Job summary

NYC Department of Health and Mental Hygiene is seeking a College Aide to assist with digitizing physical files, organizing records, and supporting HR processes. The role includes evaluating digital and physical records, maintaining confidentiality, and providing clerical support as projects proceed.

The position is limited to the current school year or until graduation, with various assignment levels based on IT coursework, and a maximum tenure of six years. NYC residency may apply.

Qualifications

• Enrollment in an accredited college or graduate school and maintaining student status.
• Eligibility to continue as a student is required for employment.

Responsibilities

• Digitize physical files by scanning, organizing and saving in digital formats.
• Cross-reference digital records with physical files for accuracy.
• Maintain confidentiality and security of sensitive documents during handling.
• Track metrics on a systematic basis and report discrepancies.
• Provide general administrative support such as labeling, indexing and preparing documents for storage.

Skills

Discretion with confidential info

Collaboration with staff

Problem solving

Written and verbal communication

Attention to detail

Independent work

Education

Enrollment in accredited college/grad school

Job description

Minimum Qualifications

For Assignment Level I:

**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

Job Description

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

Minimum 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.

SPECIAL NOTE

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.

Preferred Skills

• Demonstrated discretion when handling confidential and sensitive information - Ability to work collaboratively with staff at all levels - Excellent problem-solving skills and sound independent judgment - Excellent written and verbal communication skills. - Thorough attention to detail. - Ability to work independently in a fast-paced environment and as a team player

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.