Supervisor of Records

Division/Unit: Support Services/Records Management

Civil Service Title: Community Coordinator

Position Title: Supervisor of Records

Salary Range: $65,539 - $72,275 

Job Description:
The New York County District Attorney's Office (DANY), Records Management Unit has an immediate opening for a Supervisor of Records responsible for overseeing the day-to-day operations of the Brooklyn Warehouse. The Unit plays a pivotal role in supporting and assisting internal agency customers with records management and retention processes, policies, and strategies. The Supervisor of Records will report to the Director of Records Management and will supervise a team of records clerks, ensuring the accurate and timely processing of records and property, maintenance of such records and property in compliance with relevant policies and procedures.

Responsibilities include but are not limited to:

• Supervision to include providing guidance and support as needed.
• Coordinate and assign the intake, retrieval, processing, and distribution of records and evidence, always ensuring accuracy and efficiency. 
• Coordinate and assign the secure disposal of records and property in accordance with retention schedules and legal requirements.
• Ensure records management systems, including electronic databases and physical filing systems, are maintained and updated.
• Prepare, review, and provide records management reports and tracking information as needed.
• Conduct regular audits to verify the accuracy and completeness of records, as well as adherence to retention schedules.
• Train staff on records management policies and procedures, including proper record-keeping practices and compliance requirements.
• Assist in developing and implementing policies and procedures for the storage, and retrieval of records and property in compliance with Unit and DANY requirements.
• Collaborate with internal DANY departments, external stakeholders and organizations regarding records management inquiries and requests.
• Supervise activities related to the retrieval and storage of DANY records from/to the GRM Document Management Company.
• Perform other administrative and supervisory duties as necessary.

In addition to the Minimum Qualification Requirements, candidates must possess the following:

• Level 1 – Three (3) years of experience in records management or related field, with at least 2 years in a supervisory or team lead role.
• Level 2 – Four (4) years of experience in records management or related field, with at least 1 year in a supervisory or team lead role.

Preferred Requirements/Skills:

• Strong knowledge of records management principles, practices, and procedures.
• Proficient in using records management software (e.g., AccuTrac).
• Proficient in Microsoft Office applications (e.g., Word, Excel, etc.).
• Excellent organizational and time management skills, with the ability to multi-task, prioritize tasks and meet deadlines.
• Strong attention to detail and accuracy, with a commitment to maintaining confidentiality and data security.
• Effective communication and interpersonal skills, with the ability to work collaboratively with team members and stakeholders.
• Ability to work with frequent interruptions and adapt to changes in workflow.
• Ability to interact with all levels of staff.

How to Apply:

• Apply with a Cover Letter and Resume. 

Hours/Shift:

• Must be available to work Monday – Friday from 9 AM – 5 PM. 
• Must be able to work overtime, rotating schedules, and weekends as needed.
• Must be able to split time working at both the DANY Main Campus in Lower Manhattan and the Brooklyn Warehouse on designated days.

Additional Information:

• Current office employees: To be eligible for a transfer or promotion, staff must have already served at least 1 year in their current unit/bureau/department and be in good standing. In addition, must meet the minimum qualifications of the position.
• Looking for candidates that could commit to one (1) year to the hiring unit.
• Authorization to work in the United States is required for this position.

Minimum Qualification Requirements: 

1. A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or 
2. High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or 
3. Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.

Public Svc Loan Forgiveness:

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.

Hours/Shift:

• Monday to Friday from 9:00 am – 5:00 pm.

Residency Requirement:

• City Residency is not required for this position.

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.