Deputy Director, Records

City of New York•Brooklyn, NY

2d•Hybrid

About The Position

New York City Emergency Management (NYCEM) coordinates citywide emergency planning and response for emergencies of all types and scales. Its Office of the Chief Counsel provides legal advice and support to the agency and includes the Records Management Unit, which leads NYCEM’s records management program and develops and implements policies and procedures covering records throughout their lifecycle. 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 role oversees the agency’s electronic and physical records, day-to-day records management operations, and the creation and implementation of records policies. The Deputy Director ensures records comply with City policies and procedures and manages related systems, projects, staff training, storage, retrieval, retention, and disposition. This position participates on an Emergency Operations Center (EOC) team. During emergency activations, work may include evenings, weekends, holidays, or extended shifts. EOC members are on call for three weeks at a time, with six weeks off between on-call periods; they also participate in periodic training and exercises and must volunteer for three Ready NY emergency preparedness presentations each year. The position is supported by a federal Emergency Management Performance Grant through September 30, 2026, with a possibility of extension, and the employee is responsible for related training requirements. The selected candidate must work in person at the office three days per week, subject to exceptions for extenuating circumstances. Candidates must be authorized to work in the United States without employer support. A separate cover letter must be submitted in the application portal. The high end of the salary range is available to candidates with two or more years of City service.

Requirements

At least three years of full-time records management experience is specified in the preferred qualification pathways.
Relevant professional, governmental, military, or institutional experience in records management, information governance, document control, archives, or related functions.
Knowledge of current records management standards and best practices.
Demonstrated use of an electronic content management system.
Excellent written and verbal communication skills.
Strong organizational skills and attention to detail.
Ability to work independently and as part of a team.
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.
Meet one of the stated NYC Emergency Management Manager civil-service qualification pathways, or an equivalent combination of education, training, certification, and professional experience: high school diploma or equivalent plus eight years of specified professional experience, including 18 months in an executive, managerial, administrative, or supervisory capacity; or a bachelor’s degree plus four years of such experience, including the specified 18 months of supervisory experience; or a relevant master’s degree plus three years of such experience, including the specified 18 months of supervisory experience; or equivalent education and experience, with a high school diploma or equivalent and the specified supervisory experience required in all cases.

Nice To Haves

A master’s degree from an accredited college in library or information science and at least three years of full-time records management experience.
A bachelor’s degree from an accredited college and current Certified Records Manager (CRM) status in good standing from the Institute of Certified Records Managers, or comparable documented military or government records-management training, certification, and experience demonstrating substantially equivalent competencies, plus at least three years of full-time professional records-management experience.
A baccalaureate degree from an accredited college and five years of full-time professional experience in a records management setting.
Familiarity with NYC policies and regulations.
Experience with Office 365, particularly a third-party records management solution based on the Office 365 platform.
Experience with RecordPoint’s Records365.
Experience with scanning projects and familiarity with NYC Department of Records scanning guidelines.
Ability to demonstrate equivalent knowledge, transferable experience, or the ability to quickly learn new systems and technologies.
Relevant records-management experience in military, federal, state, or local government settings.

Responsibilities

Oversee Records Management Unit staff and interns.
Manage and maintain the agency’s electronic records management system, currently RecordPoint’s Records365.
Perform day-to-day records management activities related to records storage, retrieval, retention, and disposition.
Train staff on procedures and policies governing the maintenance of records and non-records, in any format, and clarify staff responsibilities in records management.
Oversee Records Management Unit functions and projects, including reviewing and updating retention schedules, applying retention to records in SharePoint using 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 (DORIS) 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 agency publications required for submission to the NYC Municipal Library to the Records Management Unit for submission through the Government Publications Portal.
Select, inventory, and catalog agency library materials; manage patrons and circulation using ResourceMate Plus.
Independently manage complex assignments, exercise sound judgment, and communicate progress to leadership.
Participate in EOC team duties, including emergency activation response, periodic training and exercises, and three Ready NY preparedness presentations each year.