Records Coordinator

Department-of-Finance; New York (NY); Hybrid; USD 52,000 - 76,000; Full time

Benefits offered by this job

Remote work up to 2 days/week

Job summary

NYC Department of Finance is seeking a Records Coordinator for the Administration and Planning Division to manage, store, and track records, including archives and inventory in the Records Management System (O'Neil).

The role requires strong organizational skills, experience with records control, and the ability to work both independently and with a team. Remote work up to 2 days weekly may be available under the program.

Qualifications

• Bachelor's degree plus two years of clerical/administrative experience.
• Associate degree plus three years of clerical/administrative experience.
• High school diploma plus four years of clerical/administrative experience.
• Education/experience equivalent to 1–3 with supervisory experience; one year of supervisory experience required.

Responsibilities

• Receive, organize, store incoming records and archive boxes.
• Maintain records inventory by scanning/updating Records Management System.
• Retrieve and prepare records in response to requests within service timeframes.
• File returned records by scanning and returning them to storage locations.
• Prepare work orders for record retrievals and deliveries.
• Generate barcode labels for archived records and storage boxes.
• Monitor retention schedules and identify records for destruction.
• Prepare records for secure destruction and document materials for shredding.
• Maintain filing systems for travel logs, orders, summons distribution, and other files.
• Serve as backup for departmental document distribution and 311 distribution.

Skills

Records mgmt

Warehouse ops

Document control

Admin support

Excel

MS Office

Organizational skills

Communication

Education

Baccalaureate degree + clerical experience

Associate degree + clerical experience

High school diploma + clerical experience

Education/experience equivalent with supervisory exp

Tools

O'Neil Records Management System

Barcode labeling

Scanners/printing equipment

Job description

IMPORTANT NOTE: CANDIDATES MUST HAVE A PERMANENT PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE TITLE OR ARE PERMANENT IN A COMPARABLE CIVIL SERVICE TITLE ELIGIBLE FOR A 6.1.9 TITLE CHANGE. PLEASE INCLUDE YOUR EMPLOYEE IDENTIFICATION NUMBER (EIN) WHEN APPLYING AND INDICATE IN YOUR COVER LETTER YOUR PERMANENT CIVIL SERVICE TITLE.

NYC Department of Finance (DOF) is responsible for administering the tax revenue laws of the city fairly, efficiently, and transparently to instill public confidence and encourage compliance while providing exceptional customer service.

DOF’s The Administration and Planning Division is responsible for managing and overseeing administrative and operational services for the agency. This includes the daily management of the Offices of Financial Management, Purchasing and Contracts, Operational Services, and Diversity and Inclusion.

The Office of Operational Services coordinates and directs all facilities‑related operational support services for both public and privately leased properties agency-wide, including space planning, telecommunications, security, fire safety, health and safety, and fleet and transportation operations. The division also includes the agency warehouse, print shop, and mailroom operations.

DOF's Administration and Planning Division is seeking a highly organized, detail‑oriented Records Coordinator to support the Warehouse Operations. The Record Coordinator is responsible for the management, storage, retrieval, tracking, and retention of departmental records in accordance with established records management policies and retention schedules. This position ensures that physical and electronic records are accurately maintained, readily accessible, and securely stored while supporting agency operations through efficient records services, inventory management, and document distribution.

Reporting to the Deputy Director of Warehouse & Customer Service Delivery, the selected candidate’s duties and responsibilities will include, but not be limited to the following:

• Receive, organize, and store incoming records and archive boxes in designated storage locations.
• Maintain an accurate records inventory by scanning and updating records in the Records Management System.
• Research, locate, retrieve, and prepare records in response to requests from agency divisions within established service timeframes.
• Re-file returned records by scanning them back into the records management database and returning them to the appropriate storage location.
• Prepare work orders for record retrievals and deliveries.
• Generate and issue barcode labels for newly archived records and storage boxes.
• Monitor records retention schedules and identify records eligible for destruction in accordance with approved retention policies.
• Prepare records for secure destruction, including scanning, documenting, and staging materials for shredding vendors.
• Maintain filing systems for departmental documents, including travel logs, completed work orders, summons distribution records, and other administrative files.
• Serve as backup support for departmental document distribution functions, including 311 distribution activities.
• Process daily literature requests by identifying requested forms and publications, preparing mailing labels using Microsoft Excel, and packaging materials for distribution.
• Operate and maintain the agency's Records Management System (O'Neil) to accurately track record locations and transactions.
• Report discrepancies, missing records, damaged materials, or inventory irregularities to management promptly.
• Maintain the confidentiality and security of sensitive agency records and information.
• Serve as a backup for print production, including brochures, booklets, business cards, posters, and other printed materials.
• Prepare, finish, and inspect printed materials to ensure quality and accuracy.
• Assist with organizing print requests, maintaining production supplies, and supporting daily print shop operations.

Additional Information:

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

This position may be eligible for remote work up to 2 days per week, pursuant to the Remote Work Pilot Program agreed between the City and the Collective Bargaining Unit representing employees serving in the civil service title.

This position includes the following requirements:

• Frequently lift, carry, push, and move archive boxes and records.
• Ability to climb ladders and safely access elevated storage shelving.
• Stand, bend, reach, and walk for extended periods throughout the workday.
• Perform repetitive scanning, filing, and document handling activities.

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Minimum Qualifications

1. A baccalaureate degree from an accredited college and two 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 2. An associate degree or 60 semester credits from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or 3. A four-year high school diploma or its educational equivalent approved by a state’s department of education or a recognized accrediting organization and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above; or 4. 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 3 year.

Preferred Skills

• Experience in records management, warehouse operations, document control, or administrative support preferred.
• Ability to operate computerized records management systems and maintain accurate electronic records.
• Proficiency in Microsoft Office, particularly Excel.
• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize work and meet established service deadlines.
• Effective written and verbal communication skills.
• Ability to work independently and collaboratively in a team environment.

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.