Scanning Operator Coordinator, Bureau of Vital Statistics

City of New York • New York City, NY

5d

About The Position

The Bureau of Vital Statistics registers and certifies births, deaths, and spontaneous and induced terminations of pregnancy in New York City. It issues, analyzes, and reports on approximately 285,000 vital events each year and provides death certification services 24/7, issues more than 900,000 certified copies of birth and death records, and fulfills hundreds of data requests annually.

The Scanning Operator Coordinator works with the Records Management Unit director and leadership to improve and streamline Records and Information Management processes. The role coordinates document imaging and scanning activities, maintains quality controls for electronic and paper-based records, provides guidance on Records Management projects and procedures, and supports the transition from paper to electronic records management. The position also produces routine activity reports, coordinates workflow and production, handles secure records and security paper, tests IT updates, reports technology issues, and supports response activities during emergencies.

This position is open only to employees who are permanent in the Clerical Associate title. The NYC Health Department is an inclusive equal opportunity employer and provides reasonable accommodation in the application and interview process.

Requirements

• Permanent status in the Clerical Associate title.
• A four-year high school diploma or educational equivalent approved by a state department of education or recognized accrediting organization.
• One year of satisfactory clerical experience.
• Keyboard familiarity and ability to type at a minimum of 100 keystrokes (20 words) per minute.

Responsibilities

• Work with the Records Management Unit director and leadership to identify process improvements, characterize existing workflows, and propose data-supported changes.
• Coordinate document imaging events; prepare record sets for scanning, including metadata and records-schedule assignments; scan, organize, index, upload, archive, and perform quality assurance.
• Plan, organize, review, coordinate, and maintain quality controls for electronic and paper-based Records Management information.
• Function as Scanning Solutions Coordinator and provide clear, detailed instructions and assistance concerning Records Management projects, operations, and procedures, including the transition to an electronic records management system.
• Prepare written guidance in clear, courteous plain language.
• Develop routine production reports for management covering Records Management scanning and production activities.
• Process records and information by sorting, coding, entering, modifying, deleting, filing, and retrieving data; establish and maintain files and filing systems; maintain data controls and continuity; and purge or dispose of records according to policy and guidelines.
• Coordinate workflow, ensure document-scanning standards are followed, assess daily production volumes, and liaise with OVRD/OVRS regarding Records Management activities.
• Coordinate retrieval and processing of sealed documents from NYC Records Management vaults for administrative or court-ordered review.
• Access the secure area where security paper is stored, assign paper to certificate-printing staff, reconcile usage, ensure unused paper is returned, and follow security protocols.
• Test IT system fixes, updates, and enhancements and report test outcomes to IT and Bureau of Vital Statistics leadership.
• Create tickets and report IT issues affecting productivity and daily operations, including issues with eVital, Documentum, Microsoft Office applications, printers, and scanners.
• Support maintaining or rapidly establishing response activities for incidents, including storms, pandemics, and other emergencies.

Benefits

• Potential eligibility for federal or state student loan forgiveness and repayment assistance programs.
• Premium-free health insurance plan; the posting states it saves employees over $10,000 annually based on a 2024 assessment.
• Additional health, fitness, and financial benefits may be available based on the position’s associated union or benefit fund.
• Public-sector defined-benefit pension plan with monthly retirement payments.
• Tax-deferred savings program.
• Worksite Wellness Program.
• Depending on the position, the option to work from home up to two days during the week.
• Job security compared with private-sector employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED