Records Assistant

City of New York • New York City, NY

11d • Onsite

About The Position

The Department of Design and Construction Records Management Unit seeks a Records Assistant who will serve as the primary point of contact for agency employees, responding promptly to their records-related requests. Key responsibilities include receiving incoming project files such as contract books, documents, change orders, drawings, and payment records, and ensuring this information is accurately categorized within the DDC Records Management Database. All files must be archived promptly to uphold organizational standards. The Community Coordinator/Records Assistant will also act as a liaison between the agency, the off-site storage facility, and the Community Field Offices. This role includes managing the transfer of project files, RMO records, and drawings to and from the GRM Off-Site Storage Facility. The coordinator will ensure that all records are properly labeled and bar-coded and will verify the accuracy of bulk box pick-up counts coordinated with GRM vendors, while also referencing research for client users. Additionally, the position involves providing archival training and support to staff at Community Field Offices, ensuring best practices in record handling and management. The record assistant will assist with special projects that involve historical and archival documents and will contribute to initiatives within the Operations Division. The Community Coordinator/Records Assistant will participate in inter-agency collaborations, including events organized by the Department of Records & Information Services (D.O.R.I.S.), and will support the development of historical and archival catalogs, contributing to the long-term preservation of important records. Authorization to work in the United States is required for this position. NYC Department of Design and Construction does not provide sponsorship for international employees for visa applications, extensions, or status changes, including STEM/OPT visas. Applicants are responsible for ensuring that they meet all qualifying requirements for this position, at the time of application.

Requirements

• High school graduation or equivalent and three years of experience in community work or community centered activities in an area related to duties described above; or
• Education and/or experience which is equivalent to "1" above.
• Authorization to work in the United States is required for this position.
• Applicants are responsible for ensuring that they meet all qualifying requirements for this position, at the time of application.

Responsibilities

• Serve as the primary point of contact for agency employees, responding promptly to their records-related requests.
• Receive incoming project files such as contract books, documents, change orders, drawings, and payment records, and ensuring this information is accurately categorized within the DDC Records Management Database.
• Ensure all files must be archived promptly to uphold organizational standards.
• Act as a liaison between the agency, the off-site storage facility, and the Community Field Offices.
• Manage the transfer of project files, RMO records, and drawings to and from the GRM Off-Site Storage Facility.
• Ensure that all records are properly labeled and bar-coded and will verify the accuracy of bulk box pick-up counts coordinated with GRM vendors, while also referencing research for client users.
• Provide archival training and support to staff at Community Field Offices, ensuring best practices in record handling and management.
• Assist with special projects that involve historical and archival documents and will contribute to initiatives within the Operations Division.
• Participate in inter-agency collaborations, including events organized by the Department of Records & Information Services (D.O.R.I.S.), and will support the development of historical and archival catalogs, contributing to the long-term preservation of important records.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 101-250 employees