Records & Archive Coordinator

City of New York; New York (NY); Hybrid; USD 60,000 - 90,000; Full time

Benefits offered by this job

Remote work up to 2 days/week

Job summary

The City of New York's Department of Finance seeks a Records Coordinator to support Warehouse Operations in the Administration and Planning Division. You will manage records storage, retention, and inventory, ensuring secure, accessible documentation for agency needs.

Reporting to the Deputy Director, you will scan and update the Records Management System (O'Neil), prepare work orders, and assist with print shop tasks. Remote work up to 2 days per week may be available.

Qualifications

• A bachelor's degree plus two years of clerical/administrative experience, with supervisory exposure.
• An associate degree with three years of clerical/administrative experience, including supervisory experience.
• A high school diploma with four years of clerical/administrative experience, including supervisory experience.
• Education/experience equivalent with the one-year supervisory requirement.

Responsibilities

• Receive, organize, and store incoming records and archive boxes.
• Maintain an accurate records inventory by scanning and updating records in the system.
• Research, locate, retrieve, and prepare records in response to requests.
• Re-file returned records and return to storage locations after scanning.
• Prepare work orders for record retrievals and deliveries.
• Generate and issue barcode labels for archived records and storage boxes.
• Monitor retention schedules and identify records for destruction.
• Prepare records for secure destruction and manage shredding vendors.
• Maintain filing systems for various departmental documents and logs.
• Serve as backup for departmental document distribution including 311 distribution.
• Process literature requests using Excel and prepare mailing labels.
• Operate the Records Management System to track locations and transactions.
• Report discrepancies or inventory issues to management promptly.
• Maintain confidentiality and security of sensitive records.
• Serve as backup for print production and related tasks.
• Assist with organizing print requests and daily print shop operations.

Skills

Organized

Detail-oriented

Records management

Inventory control

Education

Bachelor's degree + 2 years clerical/administrative experience

Associate degree + 3 years clerical/administrative experience

High school diploma + 4 years clerical/administrative experience

Education/experience equivalent with supervisory experience

Tools

O'Neil Records Management System

Job description

The City of New York's Department of Finance seeks a Records Coordinator to support Warehouse Operations in the Administration and Planning Division. You will manage records storage, retention, and inventory, ensuring secure, accessible documentation for agency needs.

Reporting to the Deputy Director, you will scan and update the Records Management System (O'Neil), prepare work orders, and assist with print shop tasks. Remote work up to 2 days per week may be available.