Records Clerk: Detail‑Oriented Records & Evidence Specialist

City of New York; New York (NY); On-site; USD 25,000 - 36,000; Full time

Job summary

The City of New York is seeking a Records Clerk for the Records Management Unit. The role focuses on accurate handling of case files, confidential information, and timely customer service across internal requests.

Responsibilities include intake, retrieval, disposal, data entry, and coordinating transport of records and evidence. A New York driver’s license and one year of clerical experience are required.

Qualifications

• Minimum 1 year of clerical/administrative experience with strong customer service.
• Valid New York State driver’s license in good standing at time of hire and throughout employment.

Responsibilities

• Process intake and retrieval of case files and related materials.
• Transport case files and evidence between locations, including pick‑up and delivery.
• Dispose records per retention schedule and legal requirements.
• Provide records supplies and shredding services.
• Search records in internal databases and filing systems.
• Enter data in internal databases and physical logs to ensure accurate records.
• Assist with organizing and inventorying evidence.
• Drive unit vehicles to retrieve and return records and evidence.
• Assist with special records management projects.
• Back-up other Records Clerks as needed.

Skills

Customer service

Data entry

Organizational skills

Attention to detail

English proficiency

MS Office

Driver's license

Tools

MS Office

Job description

The New York County District Attorney’s Office (DANY), Records Management Unit has an immediate opening for a Records Clerks that is highly motivated, organized, detail oriented, and customer service oriented. The Unit supports internal customers by ensuring that all records needs of the Office are met, ensures adherence/compliance with the Office’s retention schedule, and develops methods and strategies to ensure the overall management of the Office’s records. The Records Clerk, under direct supervision, with some latitude for independent initiative and judgment, performs various clerical related tasks and handles highly confidential and sensitive information.


Responsibilities include but are not limited to:

- Processing, facilitating, coordinating, and transporting, in a timely manner, customer requests for:
o intake of case files and related materials.
o retrieval and returning of case files and evidence to include pick-up and delivery.
o disposal of records and evidence in accordance with the Office records retention schedule and legal requirements.
o provisioning of records supplies and shredding services.
- Performing searches for records in internal electronic databases and physical filing systems.
- Performing data entry in various internal electronic databases and physical logs to ensure the accurate record-keeping of files and tracking of requests.
- Assisting with organizing and inventory evidence.
- Driving Unit vehicles to retrieve and return records and evidence from various locations in the five boroughs.
- Assisting with special records management related projects.
- Performing other records related administrative duties including serving as a back-up to other Records Clerks as needed.


In addition to the Minimum Qualification Requirements, candidates must possess the following:

- 1 year of experience in a clerical/administrative role with a strong customer service focus, demonstrating excellent organizational, communication, and problem-solving skills.
- Possess a valid New York State driver’s license in good standing at the time of hire and maintain it in good standing throughout the duration of employment.


Preferred Requirements/Skills:

- Proficient in using the Microsoft Office suite of applications (e.g., Word, Excel, etc.).
- Possess excellent organizational skills.
- Possess excellent time management skills with the ability to multi-task, prioritize tasks, work with frequent interruptions, adapt to changes in workflow, and meet deadlines.
- Possess strong attention to detail and accuracy.
- Possess strong communication skills.
- Possess strong customer service skills.
- Ability to follow directions and apply proper policies, procedures, and guidelines.
- Ability to maintain confidentiality and handle sensitive information.
- Ability to lift boxes weighing 20 lbs. or more.
- Ability to drive a motor vehicle.


How to Apply:

- Apply with a Cover Letter and Resume.


Hours/Shift:

- Monday - Friday from 9:00 AM – 5:00 PM.
- Must be able to work overtime, rotating schedules, and weekends, as needed.


Additional Information:

- Current office employees: To be eligible for a transfer or promotion, staff must have already served at least one (1) year in their current unit/bureau/department and be in good standing. In addition, must meet the minimum and additional qualifications of the position.
- Authorization to work in the United States is required for this position.

COMMUNITY ASSISTANT - 56056

Qualifications

1. There are no formal education or experience requirements for this position. However, the ability to understand and carry out simple instructions is required.
2. Candidates must be able to understand and be understood in English.

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.

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