Records Coordinator
About The Position
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 The Administration and Planning Division is responsible for managing and overseeing administrative and operational services for the agency. The Office of Operational Services coordinates and directs all facilities-related operational support services for both public and privately leased properties agency-wide, including space planning, telecommunications, security, fire safety, health and safety, and fleet and transportation operations. The division also includes the agency warehouse, print shop, and mailroom operations. DOF's Administration and Planning Division is seeking a highly organized, detail-oriented Records Coordinator to support the Warehouse Operations. The Record Coordinator is responsible for the management, storage, retrieval, tracking, and retention of departmental records in accordance with established records management policies and retention schedules. This position ensures that physical and electronic records are accurately maintained, readily accessible, and securely stored while supporting agency operations through efficient records services, inventory management, and document distribution.
Requirements
- Must have a permanent Principal Administrative Associate civil service title or are permanent in a comparable civil service title eligible for a 6.1.9 title change.
- Baccalaureate degree from an accredited college and two years of satisfactory full-time progressively responsible clerical/administrative experience, including one year of administrative capacity or supervising staff.
- 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.
- Four-year high school diploma or its educational equivalent and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of administrative supervisory experience.
- All candidates must possess the one year of administrative or supervisory experience.
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 a 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.
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What This Job Offers
Job Type
Full-time
