Records Management Coordinator

City of New York • New York City, NY

9d • Hybrid

About The Position

ABOUT THE CAMPAIGN FINANCE BOARD The Campaign Finance Board is a nonpartisan, independent city agency that empowers New Yorkers to have a greater impact on their elections. Our mission is to make local democracy more open, transparent, and equitable by removing barriers to participation. We make it easier for New Yorkers to vote, meaningfully support candidates for city office, and run for office themselves. NYC Votes, our voter engagement initiative, meets people where they are to share trustworthy election information and help New Yorkers make a plan to vote. We publish the citywide Voter Guide, which delivers information about candidates directly to voters’ Doors. Our public matching funds program ensures small contributions can make a big difference, allowing regular people to run for office by relying on the support of other regular people, not just wealthy donors and special interests. And we lift the veil on how candidates raise and spend money, increasing transparency and accountability in local government. We believe that when every New Yorker is empowered to participate meaningfully in elections, candidates will better reflect the communities they serve, elected leaders will be more accountable to the public, and New Yorkers will have a democracy they can truly trust. ABOUT THE DEPARTMENT Records, Data, and Information is a unit that performs all phases of data and documentation intake into our internal applications, including the release and reconciliation of candidate financial disclosure submissions, amendments, and audit responses. We perform data entry for all incoming candidates related to information and provide quality control of the data. We also perform all phases of records intake and scanning/importing – both electronic and paper-based documentation that supports our agency’s auditing and enforcement mandates. We are responsible for identifying, compiling, analyzing, and redacting responsive records for Freedom of Information Law (FOIL) requests and saving the responsive records in an online accessible filing system for internal review and external production. Records, Data, and Information is also responsible for the agency’s records retention policies and procedures for both onsite paper and electronic records. We maintain administrative and archival records, including all mailings sent by CFB staff. We also manage onsite and offsite records, sending and retrieving files from the agency’s offsite storage facility while maintaining inventories for both records.

Requirements

• Understanding of regulatory requirements and standards for records management
• Familiarity with filing systems (both physical and digital)
• Familiarity with document lifecycle management
• Creativity and innovation skills
• Critical thinking and problem-solving skills
• Time-management skills
• Organizational skills such as maintaining and organizing records efficiently
• Great interpersonal and communication skills
• Interpersonal and cross-cultural awareness and understanding, including ability to build collaborative relationships with sensitivity to diversity/inclusion.
• Team player
• Applying technical expertise
• Detail-oriented
• Drive for results
• Continuous learning and knowledge sharing
• Understanding of data protection and privacy laws
• General office tasks such as filing, photocopying, and scanning.

Nice To Haves

• Proficiency in file organization and management
• Knowledge of records management principles and practices
• Familiarity with information governance and compliance management
• Ability to work effectively with both physical and digital records

Responsibilities

• Organizing the Records Center which require the lifting and carrying of boxes while helping to inventory all records and information.
• Performing work involving records inventory and retrieval.
• Scanning and indexing agency records for on-site, off-site, and archival purposes.
• Documenting the storage and disposal of outdated materials in an archival library or records management system.
• Submitting and retrieving records from off-site storage in preparation for archival/disposal purposes in accordance with City & State regulations.

Benefits

• The City of New York provides generous medical benefits (including dental and vision through respective unions or funds), retirement, tuition reimbursement, and additional ancillary benefits.
• CFB offers a flexible and hybrid work schedule, opportunities for career development, learning & development (leadership training and coaching), wellness programs, and much more!
• As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 101-250 employees