Records Management Associate

Job Description

With an overarching mission to eliminate ageism and ensure the dignity and quality of life of approximately 1.8 million older New Yorkers, the New York City Department for the Aging (NYC Aging) is deeply committed to helping older adults age in their homes and creating a community-care approach that reflects a model age-inclusive city.

The Office of General and Administrative Services (OGAS) provides essential resources and services that support the daily operations of all units within the Department for the Aging. The department is made of staff with wide array of general and administrative skills and talents to support the dynamic combustion of the agency as we are at the forefront in combating ageism locally, nationally and internationally. The department provides support and services by managing Record Retention, Copy Center, Mailroom, Office Supply Center, Accounts Receivable and Facilities Management in addition to supporting all external engagement with providers and the communities we serve.

The Office of General and Administrative Services (OGAS) seeks an individual to continually ensure that our internal process aligns with the protocol and policies set forth, keeping the agency in alignment with Agency, City, State and Federal archiving guidelines. The OGAS team seeks a highly motivated, organized, and detail-oriented individual with excellent knowledge of DORIS, NYC Record Retention program and general knowledge with a service-oriented personality.

The ideal candidate needs to be dynamic, and able to balance multiple complex projects with various degrees of latitude and levels of direction. This well verse staff will support the department (Supplies, Accounts Receivables, Mailroom, Copy Center, Facilities etc.). The overall goal is to provide service excellence internally to staff and be an external resource supporting the agency mission to NYC.

- Manage all aspects of multiple grant awards for NYC Aging to convert physical files to electronic documents while overseeing the life cycle of current and prospective documents for retention.

- Perform administrative and supervisory work, including budgeting and work that is required for hearings, control processing, and integrity of dispositions of official records.

- Coordinate and schedule annual training for all NYC Aging Records Liaisons and Supervisors by establishing and maintaining cooperative relationships for responsiveness and efficient workflow.

- Ensure that all NYC Aging staff are in adherence with the agency Records Retention Schedule and provide technical assistance, and when necessary, assist with reinforcement of annual trainings.

- Assess, manage, and plan the annual records archiving and compliance schedule for all programs at NYC Aging.

- Prepare reports and present data to program leadership and external partners as requested.

- Represent the NYC Aging at external stakeholder meetings as it relates to Citywide Record Retention and community events as needed.

- Stay up to date with City, State and Federal guideline as it relates to recognized retention practices and inform internal policies and procedures to achieve objectives and maintains the agency compliance with oversight.

- Provide a high level of internal customer support to a broad range of systems for NYC Aging staff.

- Oversee special projects, develop reports, and respond to general and other administrative requests as assigned.

- Develop and implement tools and resources to help standardize and streamline OGAS processes, policy.

Qualifications

1. A baccalaureate degree from an accredited college and three 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
2. An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
3. A four-year high school diploma or its educational equivalent approved by a State’s department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
4. Education and/or experience equivalent to "1", "2", or "3" above. However, 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 3½ years.