RECORDS PROGRAM MANAGER

New York City Emergency Management Department; New York (NY); On-site; USD 50,000 - 70,000; Full time

Job summary

A city emergency management agency in New York is looking for a Records Program Manager to maintain and manage electronic and physical records. The ideal candidate will have a Master's in information science or relevant records management experience. Key responsibilities include managing the records system, training staff, and ensuring compliance with records management policies. The role requires excellent organizational skills and the ability to work independently within a team setting.

Qualifications

• Master's degree with records management experience.
• Knowledge of NYC regulations is a plus.
• Ability to lift and manage boxes of records.

Responsibilities

• Assist with the maintenance of an electronic records management system.
• Train staff on records management procedures.
• Collaborate on records management projects.

Skills

Knowledge of current records-management standards

Excellent written and verbal communication skills

Strong organizational skills

Ability to work individually or as part of a team

Education

Master’s degree in library or information science

Certified Records Manager (CRM)

Bachelor’s degree with years of relevant experience

Tools

Office 365

ResourceMate Plus

Records365

Job description

Join to apply for the RECORDS PROGRAM MANAGER role at New York City Emergency Management Department.

New York City Emergency Management (NYCEM) helps New Yorkers before, during, and after emergencies through preparedness, education, and response. NYCEM coordinates citywide emergency planning and response for all types and scales of emergencies.

Office of the Chief Counsel provides legal advice to NYCEM executives and staff regarding critical, strategic, legal and policy issues, engages in transactional work to support the NYCEM mission, and coordinates with the NYC Law Department and other counsels. The Office of Chief Counsel includes the Legal Affairs Unit, Disability, Access, and Functional Needs (DAFN) Legal Unit, and the Records Management Unit.

Educational or Professional Requirements for Applicants

• Master’s degree from an accredited college in library or information science AND at least one year full‑time records management experience;
• Bachelor’s degree AND current status as a Certified Records Manager (CRM) in good standing (Institute of Certified Records Managers) AND at least one year full‑time records management experience;
• Baccalaureate degree from an accredited college AND three years full‑time professional experience in a records management setting.

Role Overview

The Records Management Unit seeks a Records Program Manager who will work under the directions of the Chief Counsel and the Deputy Director of Records to maintain and manage the agency’s electronic and physical records.

Key Responsibilities

• Assist with the management and maintenance of an electronic records management system.
• Perform day‑to‑day records management tasks and activities related to storage, retrieval, retention and disposition of records.
• Train staff in procedures governing the maintenance of all agency documents and ensure they understand their role in records management.
• Collaborate on unit functions and projects including retention schedule review, destruction requests, physical records system selection, and a long‑term retention scanning project.
• Assist in developing and implementing agency records‑management policies and in performing yearly reviews and updates of established policies.
• Maintain filing system procedures and classification indexes; assign and manage file space, inventory boxes, and prepare materials for storage or transfer to the NYC Municipal Records Center.
• Work with staff to ensure agency publications required for the NYC Municipal Library are transferred to the Records Unit for submission to the Library’s Government Publications Portal.
• Inventory and catalog library materials and manage circulation of the collection using ResourceMate Plus.
• Operate under minimal supervision with considerable latitude for initiative and independent judgment.

Preferred Skills and Experience

• Knowledge of current records‑management standards and best practices; familiarity with NYC policies and regulations is a plus.
• Demonstrated use of an electronic content‑management system.
• Experience with Office 365 and third‑party records‑management solutions based on the Office 365 platform; experience with RecordPoint’s Records365 is a plus.
• Experience with scanning projects and familiarity with NYC Department of Records scanning guidelines is a plus.
• Ability to lift, store and retrieve boxes of records weighing up to 40 lbs.
• Excellent written and verbal communication skills.
• Strong organizational skills and demonstrated attention to detail.
• Ability to work individually or as part of a team.
• Dependability, accountability, and a high level of work ethic and productivity.
• Strategic problem‑solving and innovation skills.
• Effective communication and teamwork abilities.

Additional Requirements

• Candidates must be authorized to work in the United States without employer support; eVerify is not used.
• The selected candidate will be assigned to an on‑call Emergency Operations Center (EOC) team, working non‑business hours during emergencies (nights, weekends, holidays, and extended week hours). The EOC schedule includes three weeks on call followed by six weeks off.
• The position is funded through a federal Urban Area Security Initiative (UASI) grant through 31 August 2027, with possibility of extension.
• Applicants must submit a separate cover letter in the attachment section of the application portal.

Equal Opportunity Statement

We are committed to equal employment opportunity and encourage applicants from historically under‑represented populations to apply.

Job Details

• Seniority level: Entry level
• Employment type: Full‑time
• Job function: Project Management and Information Technology
• Industry: Public Safety