Scanning Operator Coordinator, Bureau of Vital Statistics

City of New York • New York, NY

6d • $46,503 - $54,531

About The Position

The Scanning Operator Coordinator works in the Bureau of Vital Statistics, which registers and certifies births, deaths, and spontaneous and induced terminations of pregnancy in New York City. The bureau issues, analyzes, and reports on approximately 285,000 vital events annually; provides death certification services 24/7; issues more than 900,000 certified copies of birth and death records; and fulfills hundreds of data requests each year. This role is open only to employees permanent in the Clerical Associate title.

The coordinator supports Records and Information Management (RM), working with the Records Management Unit director and leadership to assess current processes and recommend data-supported improvements. The role coordinates document-imaging activities and scanning workflow, maintains quality controls for electronic and paper records, prepares production reports, and provides staff with clear guidance and support during RM projects and the transition from paper to electronic records. It also handles records processing and retrieval, coordinates secure-paper controls, tests IT fixes and enhancements, reports operational technology issues, and supports continuity and emergency response activities.

Requirements

• Open only to employees permanent in the Clerical Associate title.
• 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 least 100 keystrokes (20 words) per minute.

Responsibilities

• Work with the Records Management Unit director and leadership to identify opportunities to improve and streamline Records and Information Management processes; document current processes and propose data-supported improvements.
• Coordinate and prepare document-imaging events; scan, organize, index, upload, and archive records; prepare record sets for scanning, including metadata, quality assurance, and records-schedule assignments.
• Plan, organize, review, and coordinate electronic and paper-based RM information and maintain quality controls.
• Serve as Scanning Solutions Coordinator, providing clear next-step instructions and assistance for RM projects, operations, procedures, and the transition from paper to electronic records management; prepare written guidance in clear, courteous language.
• Develop routine management reports on RM scanning and production activities.
• Process records and information by sorting, coding, entering, modifying, deleting, filing, and retrieving data; establish files and filing systems; maintain data controls and operational continuity; and purge or dispose of records according to policy and guidelines.
• Coordinate workflow, ensure scanning standards are followed, assess daily production volumes, and liaise with OVRD/OVRS regarding RM activities.
• Coordinate retrieval and processing of sealed documents from NYC RM vaults for administrative or court-ordered review.
• Access the secure area where security paper is stored, issue 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 BVS leadership.
• Create tickets and report IT issues affecting productivity and daily operations, including issues with eVital, Documentum, MS Office applications, printers, and scanners.
• Support maintaining or rapidly establishing response activities for incidents such as 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 this 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 steady monthly retirement payments.
• Tax-deferred savings program.
• Worksite Wellness Program with health resources and opportunities.
• Depending on the position, the ability 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