DEPUTY DIRECTOR, RECORDS
About The Position
New York City Emergency Management (NYCEM) coordinates citywide emergency planning and response and supports New Yorkers before, during, and after emergencies. The Office of the Chief Counsel provides legal advice and transactional support to agency leadership and staff, coordinating with City, state, and federal counsel on issues affecting the agency. Its Records Management Unit leads NYCEM’s records management program, developing policies and procedures for records throughout their life cycle and helping staff apply records-management best practices. The Deputy Director of Records oversees the Records Management Unit, including the Records Program Manager and temporary staff such as interns. Under the supervision of the Chief Counsel, the Deputy Director oversees the maintenance and management of electronic and physical agency records, performs day-to-day records-management work, develops and implements policies, and ensures compliance with City policies and procedures. The role also manages records systems, projects, storage, transfers, scanning, and library materials. This position participates on an Emergency Operations Center team. During activations, work may include evenings, weekends, holidays, or extended shifts. EOC members are on call for three weeks at a time, followed by six weeks off, and participate in periodic training and exercises. The position also requires volunteering to assist with three Ready NY emergency-preparedness presentations each year. The selected candidate is expected to work in person at the office three days per week, except in extenuating circumstances. The position is supported by a federal Emergency Management Performance Grant through September 30, 2026, with a possible extension; the employee is responsible for grant-related training requirements. Candidates must be authorized to work in the United States without employer support. A separate cover letter must be submitted in the application portal.
Requirements
- Demonstrated ability to independently manage complex assignments, exercise sound judgment, and communicate progress to leadership.
- Candidates must meet one of the stated preferred qualification pathways or have an equivalent combination of education, training, certification, and professional experience: a master’s degree in library or information science and at least three years of full-time records-management experience; or a bachelor’s degree plus current Certified Records Manager status in good standing (or substantially equivalent documented military or government training, certification, and experience) and at least three years of full-time professional records-management experience; or a bachelor’s degree and five years of full-time professional experience in a records-management setting.
- Ability to perform the essential functions of the position, with or without reasonable accommodation, including occasional handling, storage, and retrieval of records and records-storage materials.
- Candidates must be authorized to work in the United States without employer support.
- Submit a separate cover letter in the application portal to be considered.
Nice To Haves
- 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, particularly a third-party records-management solution based on the Office 365 platform; experience with RecordPoint’s Records365 is a plus.
- Experience with scanning projects; familiarity with NYC Department of Records scanning guidelines is a plus.
- 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.
- Ability to work independently or as part of a team.
- Equivalent knowledge, transferable experience, or ability to quickly learn new systems and technologies may demonstrate qualifications.
- Performance competencies include subject-matter knowledge; reliable, accurate, timely, and accountable work; strategic problem solving and innovation; clear, precise, audience-aware communication; and collaborative teamwork, including the ability to lead or follow and consider varied perspectives.
- Relevant military, federal, state, or local government records-management experience is encouraged.
Responsibilities
- Oversee the Records Management Unit staff and interns, including the Records Program Manager.
- Manage and maintain the agency’s electronic records management system, currently RecordPoint’s Records365.
- Perform day-to-day records-management activities involving storage, retrieval, retention, and disposition.
- Train staff on procedures and policies for maintaining records and non-records in any format, and clarify staff roles in agency records management.
- Oversee Records Management Unit functions and projects, including updating retention schedules, applying retention to SharePoint records through Records365, creating destruction and transfer requests, and selecting a system for managing physical records.
- Develop and implement agency records-management policies and procedures, and review and update established policies annually.
- Create one-page infographics to communicate policies and procedures to NYCEM staff as needed.
- Oversee scanning projects in accordance with NYC Department of Records and Information Services processes and guidelines, obtaining DORIS approval before projects begin.
- 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.
- Coordinate transfer of required agency publications to the Records Management Unit for submission to the NYC Municipal Library’s Government Publications Portal.
- Select, inventory, and catalog agency library materials, and manage patrons and collection circulation using ResourceMate Plus.
- Independently manage complex assignments, exercise sound judgment, and communicate progress to leadership.
- Participate on an Emergency Operations Center team, including activation duties, periodic training and exercises, and three Ready NY emergency-preparedness presentations annually.
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What This Job Offers
Job Type
Full-time
Career Level
Manager
