Deputy Director, Records

About the role

New York City Emergency Management (NYCEM) helps New Yorkers before, during, and after emergencies through preparedness, education, and response. The Office of the Chief Counsel provides legal advice to NYCEM executives and staff regarding critical, strategic, legal and policy issues, engages in transactional work in support of the NYCEM mission, and coordinates with the NYC Law Department, Office of the Chief Counsel to the Mayor, and other local, state and federal counsels. The Records Management Unit leads and manages the NYCEM records management program, developing and implementing policies and procedures to manage agency records from creation to final disposition. The Office of the Chief Counsel is seeking a Deputy Director of Records to oversee the Records Management unit and supervise the Records Program Manager and any temporary staff, including interns.

Responsibilities

• Oversee Records Management unit staff and interns.
• Manage and maintain an electronic records management system (currently RecordPoint’s Records365).
• Perform day-to-day records management tasks and activities relating to storage, retrieval, retention and disposition of records.
• Train staff in the procedures related to policies governing the maintenance of all documents (both records and non-records, regardless of format) and ensure staff are aware of their role in the management of agency records.
• Oversee all Records Management unit functions and projects, including reviewing and updating the retention schedule as needed, applying retention to records in SharePoint using Records365, creating destruction and transfer requests, and choosing a system to manage physical records (potentially Records365).
• Develop and implement agency records management policies and related procedures as needed, and perform yearly reviews and updates of established policies.
• Create one-page infographics to communicate important policies or procedures to NYCEM staff as needed.
• Oversee all scanning projects in accordance with NYC Department of Records and Information Services (DORIS) processes and guidelines, obtaining DORIS approval before projects commence. Potential scanning projects include eligible agency records with long-term retention periods or special scanning projects (e.g., activation records to be transferred to another City agency).
• 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 as needed.
• Work with staff to ensure all agency publications required to be submitted to the NYC Municipal Library are transferred to the Records Management unit for submission to the Library’s Government Publications Portal.
• Choose, inventory, and catalog materials in the agency library and manage patrons and the circulation of the collection using ResourceMate Plus.
• Demonstrate the ability to independently manage complex assignments, exercise sound judgment, and communicate progress to leadership.

Schedule

As part of NYCEM’s emergency response mission, this position participates on an Emergency Operations Center (EOC) team. During emergency activations, team members may be required to work evenings, weekends, holidays, or extended shifts in support of City response operations. Outside of activations, EOC members participate in periodic training and exercises to maintain operational readiness, and must volunteer to assist with three Ready NY emergency preparedness presentations per year. EOC teams are on call for three weeks at a time, with six weeks off in between.

Requirements

• Candidates must be authorized to work in the United States without employer support to be eligible for selection.
• The selected candidate will be required to be in person in the office location three days per week, with exceptions for extenuating circumstances.

Qualifications

• A master’s degree from an accredited college in library or information science AND at least three years of full-time records management experience; or
• A bachelor’s degree from an accredited college and current status as a Certified Records Manager (CRM) in good standing, as granted by the Institute of Certified Records Managers (ICRM), or comparable documented military or government records-management training, certification, and experience demonstrating substantially equivalent knowledge and competencies, and at least three years of full-time professional records-management experience; or
• A baccalaureate degree from an accredited college AND five years full-time professional experience in a records management setting.

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 on 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 perform the essential functions of the position, with or without reasonable accommodation, including the occasional handling, storage, and retrieval of records and records-storage materials.
• Relevant professional, governmental, military, or institutional experience in records management, information governance, document control, archives, or related functions.
• 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.

Note: Candidates are not expected to possess every preferred qualification. Successful applicants may demonstrate equivalent knowledge, transferable experience, or the ability to quickly learn new systems and technologies.