Records Coordinator

City of New York•New York City, NY

14h•Hybrid

About The Position

The NYC Department of Finance’s Administration and Planning Division is seeking a highly organized, detail-oriented Records Coordinator to support Warehouse Operations. The position manages the storage, retrieval, tracking, and retention of departmental records in accordance with established records management policies and retention schedules. It ensures physical and electronic records are accurately maintained, accessible, and securely stored while supporting agency operations through records services, inventory management, and document distribution. The selected candidate reports to the Deputy Director of Warehouse & Customer Service Delivery. The role also provides backup support for document distribution and print production, and helps maintain daily print shop operations. Candidates must have a permanent Principal Administrative Associate civil service title or be permanent in a comparable civil service title eligible for a 6.1.9 title change. Applicants must include their employee identification number (EIN) and indicate their permanent civil service title in their cover letter. The position may be eligible for remote work up to two days per week under the Remote Work Pilot Program agreed between the City and the relevant Collective Bargaining Unit. The civil service qualifications for Principal Administrative Associate include one of the following: a bachelor’s degree and two years of progressively responsible clerical/administrative experience, including one year in an administrative capacity or supervising staff performing work of more than moderate difficulty; an associate degree or 60 semester credits and three years of such experience, including the required administrative or supervisory year; a high school diploma or equivalent and four years of such experience, including the required administrative or supervisory year; or equivalent education and/or experience. All candidates must have the specified one year of administrative or supervisory experience. Education above high school may substitute for general clerical/administrative experience at 30 semester credits per six months, up to three years, but cannot substitute for the required administrative or supervisory experience.

Requirements

Must hold a permanent Principal Administrative Associate civil service title or be permanent in a comparable civil service title eligible for a 6.1.9 title change.
Must include employee identification number (EIN) when applying and state permanent civil service title in the cover letter.
Must satisfy the stated Principal Administrative Associate education and experience qualifications, including at least one year of administrative or supervisory experience.
Frequently lift, carry, push, and move archive boxes and records.
Ability to climb ladders and safely access elevated storage shelving.
Ability to stand, bend, reach, and walk for extended periods throughout the workday.
Ability to perform repetitive scanning, filing, and document-handling activities.

Responsibilities

Receive, organize, and store incoming records and archive boxes in designated storage locations.
Maintain an accurate records inventory by scanning records and updating the Records Management System.
Research, locate, retrieve, and prepare records requested by agency divisions within established service timeframes.
Scan returned records into the records management database and re-file them in the appropriate storage locations.
Prepare work orders for record retrievals and deliveries.
Generate and issue barcode labels for newly archived records and storage boxes.
Monitor retention schedules and identify records eligible for destruction under approved retention policies.
Prepare records for secure destruction by 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.
Provide backup support for document distribution functions, including 311 distribution activities.
Process daily literature requests by identifying forms and publications, preparing mailing labels using Microsoft Excel, and packaging materials for distribution.
Operate and maintain the O'Neil Records Management System to track record locations and transactions.
Promptly report discrepancies, missing records, damaged materials, and inventory irregularities to management.
Maintain the confidentiality and security of sensitive agency records and information.
Provide backup for print production, including brochures, booklets, business cards, posters, and other printed materials.
Prepare, finish, and inspect printed materials for quality and accuracy.
Assist with organizing print requests, maintaining production supplies, and supporting daily print shop operations.