Records Coordinator

About the role

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 Administration and Planning Division manages and oversees administrative and operational services for the agency, including the Offices of Financial Management, Purchasing and Contracts, Operational Services, and Diversity and Inclusion. The Office of Operational Services coordinates facilities-related support services agency-wide, including space planning, telecommunications, security, fire safety, health and safety, and fleet and transportation operations, as well as warehouse, print shop, and mailroom operations.

DOF’s Administration and Planning Division is seeking a Records Coordinator to support Warehouse Operations. The Records Coordinator manages the storage, retrieval, tracking, and retention of departmental records in accordance with established records management policies and retention schedules, ensuring physical and electronic records are accurately maintained, readily accessible, and securely stored.

Responsibilities

• 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 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.

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.

Minimum Qualifications

• 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
• 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 administrative supervisory experience; or
• 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 administrative supervisory experience; or
• Education and/or experience equivalent to the above. All candidates must possess the one year of administrative or supervisory experience described in the first bullet.
• Education above the high school level may be substituted for general clerical/administrative experience (but not for the one year of administrative or supervisory experience) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3 years.

Preferred Skills

• Experience in records management, warehouse operations, document control, or administrative support.
• Ability to operate computerized records management systems and maintain accurate electronic records.
• Proficiency in Microsoft Office, particularly Excel.
• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize work and meet established service deadlines.
• Effective written and verbal communication skills.
• Ability to work independently and collaboratively in a team environment.

Candidates must have a permanent Principal Administrative Associate Civil Service title or be permanent in a comparable Civil Service title eligible for a 6.1.9 title change. Include your Employee Identification Number (EIN) when applying and indicate in your cover letter your permanent Civil Service title.