Records Coordinator

City of New York•New York, NY

2d•$63,371 - $65,061•Hybrid

About The Position

The NYC Department of Finance (DOF) is seeking a highly organized, detail-oriented Records Coordinator to support Warehouse Operations. This role is responsible for managing, storing, retrieving, tracking, and retaining departmental records in accordance with established policies and retention schedules. The Records Coordinator ensures that physical and electronic records are accurately maintained, readily accessible, and securely stored, while also supporting agency operations through efficient records services, inventory management, and document distribution. This position reports to the Deputy Director of Warehouse & Customer Service Delivery.

Requirements

Permanent Principal Administrative Associate Civil Service Title or permanent in a comparable Civil Service Title eligible for a 6.1.9 title change.
Include Employee Identification Number (EIN) when applying.
Indicate permanent Civil Service Title in cover letter.
Baccalaureate degree from an accredited college and two years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; OR
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 the administrative supervisory experience described in '1' above; OR
Four-year high school diploma or its educational equivalent approved by a state’s department of education or a recognized accrediting organization and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in '1' above; OR
Education and/or experience equivalent to '1', '2', or '3' above, but all candidates must possess the one year of administrative or supervisory experience as described in '1' above.
Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in '1' above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3 years.

Nice To Haves

Experience with Records Management System (O'Neil).
Proficiency in Microsoft Excel for preparing mailing labels.
Experience with print production processes.

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.