Deputy Director, Records

City of New York•Brooklyn, NY

6d•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 agency leadership and staff and includes the Records Management Unit, which leads the agency’s records management program. The unit develops and implements policies and procedures for records throughout their life cycle and helps 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 role oversees the agency’s electronic and physical records, manages records systems and day-to-day records activities, and develops and implements records policies and procedures. The position also participates on an Emergency Operations Center team. During activations, members may be required to work evenings, weekends, holidays, or extended shifts; team members are on call for three weeks at a time, followed by six weeks off. Outside activations, they take part in periodic readiness training and exercises and assist with three Ready NY preparedness presentations per year. The position is expected to be in the office three days per week, with exceptions for extenuating circumstances. Funding is through a federal Emergency Management Performance Grant through September 30, 2026, with a possible extension; the employee is responsible for associated 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. The high end of the salary range is available to candidates with at least two years of City service.

Requirements

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 and current Certified Records Manager status in good standing, or comparable documented military or government records-management training, certification, and experience demonstrating substantially equivalent knowledge and competencies, plus 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. Equivalent combinations of education, training, certification, and professional experience may be considered.
Knowledge of current records-management standards and best practices.
Experience using an electronic content management system.
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 and as part of a team.
Ability to perform essential functions, with or without reasonable accommodation, including occasional handling, storage, and retrieval of records and records-storage materials.
Ability to meet the position’s stated work-authorization requirement: authorization to work in the United States without employer support.
Submit a separate cover letter in the application portal’s attachments section.

Nice To Haves

Familiarity with NYC records-management 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.
Familiarity with NYC Department of Records scanning guidelines.
Relevant military, federal, state, or local government records-management experience.
Transferable knowledge, experience, or demonstrated ability to quickly learn new systems and technologies.

Responsibilities

Oversee Records Management Unit staff and interns, including the Records Program Manager and temporary staff.
Manage and maintain the agency’s electronic records management system, currently RecordPoint’s Records365.
Perform day-to-day records management tasks related to records storage, retrieval, retention, and disposition.
Train staff on policies and procedures for maintaining records and non-records in any format, and clarify their roles in managing agency records.
Oversee unit functions and projects, including reviewing and updating retention schedules, applying retention to SharePoint records using Records365, preparing 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 or 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 the transfer of required agency publications to the Records Management Unit for submission to the Municipal Library’s Government Publications Portal.
Select, inventory, and catalog agency library materials, and manage patrons and circulation using ResourceMate Plus.
Independently manage complex assignments, exercise sound judgment, and communicate progress to leadership.
Participate in Emergency Operations Center readiness training and exercises, support emergency activations as required, and assist with three Ready NY preparedness presentations per year.