RECORDS PROGRAM MANAGER

Emergency Preparedness Special - 94612

New York City Emergency Management (NYCEM) helps New Yorkers before, during, and after emergencies through preparedness, education, and response. NYCEM is responsible for coordinating citywide emergency planning and response for all types and scales of emergencies. We are staffed by more than 200 dedicated professionals with diverse backgrounds and areas of expertise, including individuals assigned from other City agencies. The Office of the Chief Counsel provides legal advice to NYCEM executives and staff regarding critical, strategic, legal and policy issues facing the agency, engages in transactional work in support of the NYCEM mission and coordinates with the NYC Law Department, Office of the Counsel to the Mayor, and other local, state and federal counsels regarding various legal issues ranging from emergency events to litigation, which impact the agency. The Office of Chief Counsel is comprised of the Legal Affairs Unit, Disability, Access, and Functional Needs (DAFN) Legal Unit, and the Records Management Unit.

The Records Management Unit is responsible for leading and managing the NYCEM records management program. It develops and implements policies and procedures to manage agency records throughout their life cycle, from creation to their final disposition, and works with units and personnel to ensure all staff are aware of and can apply records management best practices into their daily course of business. The Records Management unit is looking for a Records Program Manager who will work under the directions of the Chief Counsel and the Deputy Director of Records. The Program Manager will assist with maintaining and managing the agency's electronic and physical records. This includes any day-to-day responsibilities and creating and implementing policies around agency records. The Program Manager will work with staff to ensure that all records are in compliance according to City policies and procedures.

Under the supervision of the Chief Counsel and the Deputy Director of Records, the Records Officer will have responsibilities including but not limited to the following :

• Assisting with the management and maintenance of an electronic records management system.
• Performing day-to-day records management tasks and activities relating to storage, retrieval, retention and disposition of records.
• Assisting with the training of staff in the procedures related to policies governing the maintenance of all documents (both records and non-records, regardless of format) and ensuring staff are aware of their role in the management of agency records.
• Collaborating on all Records Management unit functions and projects including retention schedule review, the creation of destruction requests, choosing a system to manage physical records and implementing a scanning project for agency records with long-term retention periods.
• Assisting in the development and implementation of agency records management policies and related procedures and performing yearly reviews and updates of established policies.
• Maintaining filing system procedures and classification indexes.
• Assigning and managing file space as well as inventorying boxes and preparing materials for storage or transfer to the NYC Municipal Records Center.
• Working with staff to ensure all agency publications that are required to be submitted to the NYC Municipal Library are transferred to the Records unit for submission to the Library's Government Publications Portal.
• Inventorying and cataloging materials in the agency library and managing circulation of the collection utilizing ResourceMate Plus.

The selected candidate will be assigned to an on-call Emergency Operations Center (EOC) team and will be expected to work non-business hours during some emergencies. These non-business hours include nights, weekends, holidays, and extended week hours outside of a 9AM-5PM schedule. The selected candidate will also participate in trainings to build skills and competencies in emergency response; will participate in drills and exercises associated with the on-call EOC team; and may volunteer to assist with Ready NY emergency preparedness presentations to external groups. EOC teams are on call for three weeks at a time, with six weeks off in between. Funding This position is supported with a federal Urban Area Security Initiative (UASI) grant funding through 8 / 31 / 2027 with the possibility of an extension. Candidates must be authorized to work in the United States without employer support to be eligible for selection, including eVerify, which the agency does not participate in. In order to be considered for this job, please submit a separate cover letter in the attachments section of the application portal.

Preferred Skills :

Knowledge of current records management standards and best practices. Familiarity with NYC policies and regulations a plus. Demonstrated use of an electronic content management system. Experience with Office 365, particularly with a third party records management solution based off of the Office 365 platform. Experience with RecordPoint's Records365 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. The ability to work individually or as part of a team. In addition, the selected candidate will be able to demonstrate a proven ability in the following areas, from the agency's performance management model : Competencies : Knowledge possesses appropriate subject matter expertise. Work Ethic and Productivity produces consistently high quality, accurate, and on-time deliverables; takes responsibility, is dependable, and accountable, and follows through; is responsive to requests from leadership. Strategic Problem Solving and Innovation is thoughtful and deliberate in approach to solving problems; demonstrates innovation and creative thinking. Effective Communication communication is clear, precise, and timely; understands their audience and display confidence in delivering their message. Teamwork encourage collaboration and motivate others; is able to both lead and follow when necessary; is an active listener and consider a broad range of perspectives.

Studies have shown that women, people of color, and other under-represented groups are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are interested in finding the best candidate for the job and will consider any equivalent combination of knowledge, skills, education, and experience to meet qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.

Minimum Qualifications :

1. A four-year high school diploma or its educational equivalent approved by a state's department of education or a recognized accrediting organization and six years of satisfactory full-time professional experience in one or a combination of the following : emergency management, fire, police, or military service, public safety, public health, public administration, urban planning, engineering, or another specialized area to which the appointment is to be made; or 2. A baccalaureate degree from an accredited college and two years of satisfactory full time professional experience in the areas listed in "1" above; or 3. A master's degree from an accredited college in emergency management, public administration, urban planning, engineering, economics, political science, the physical sciences ,or related field and one year of satisfactory full-time professional experience in the areas listed "1" above, at least two years of which must have been in one of those areas, or another specialized area to which the appointment is to be made. 4. Education and / or experience equivalent to "1", "2", or "3" above. However, all candidates must have a four-year high school diploma or its educational equivalent. Special Note : To be eligible for placement in Assignment Level II, individuals must have, after meeting the minimum requirements, one additional year of professional experience as described in ""1"" above.

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.