Records 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

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

Qualifications

1. 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. 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. 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. 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.

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.