Job Description

Records Program Manager

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.
• Working under minimal supervision with considerable latitude for initiative and independent judgment.

Please note the following:

• Only applicants with the following educational/professional requirements will be considered for an interview: A. A master's degree from an accredited college in library or information science AND at least one year full-time records management experience; or B. A bachelor's degree AND current status as a Certified Records Manager (CRM) in good standing, as granted by the Institute of Certified Records Managers (ICRM) AND at least one year full-time records management experience; or C. A baccalaureate degree from an accredited college AND three years full-time professional experience in a records management setting.
• 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.
• Experience with scanning projects. Familiarity with NYC Department of Records scanning guidelines 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:

• 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.

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