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About the Role

NYC Emergency Management (NYCEM) helps New Yorkers before, during, and after emergencies. The Office of the Chief Counsel provides legal advice and manages agency records. This role oversees the Records Management unit, supervises staff, and manages the agency's electronic and physical records, ensuring compliance with City policies.

Responsibilities

Overseeing Records Management unit staff and interns.
Managing and maintaining an electronic records management system, currently RecordPoint’s Records365.
Performing day-to-day records management tasks and activities relating to storage, retrieval, retention and disposition of records.
Training staff in the procedures related to policies governing the maintenance of all documents.
Overseeing all Records Management unit functions and projects including reviewing and updating the retention schedule, applying retention to records in SharePoint using Records365, creating destruction and transfer requests, and choosing a system to manage physical records.
Developing and implementing agency records management policies and related procedures and performing yearly reviews and updates of established policies.
Creating one page infographics to communicate important policies or procedures to NYCEM staff.
Overseeing all scanning projects which must follow NYC Department of Records and Information Services’ (DORIS) processes and guidelines.
Maintaining filing system procedures and classification indexes.
Assigning and managing file space as well as inventorying boxes and preparing materials for storage or transfer to the NYC Municipal Records Center.
Working with staff to ensure all agency publications are transferred to the Records Management unit for submission to the NYC Municipal Library’s Government Publications Portal.
Choosing, inventorying and cataloging materials in the agency library and managing patrons and the circulation of the collection utilizing ResourceMate Plus.
Participating on an Emergency Operations Center (EOC) team, which may require working evenings, weekends, holidays, or extended shifts during emergency activations.
Volunteering to assist with three Ready NY emergency preparedness presentations per year.
Being on call for EOC teams for three weeks at a time, with six weeks off in between.

Requirements

Demonstrated ability to independently manage complex assignments, exercise sound judgment, and communicate progress to leadership.
Candidates must be authorized to work in the United States without employer support.
The selected candidate will be required to be in person in the office location three days per week, with exceptions for extenuating circumstances.
Candidates are encouraged to describe transferable experiences that demonstrate their qualifications.
Ability to perform the essential functions of the position, with or without reasonable accommodation, including the occasional handling, storage, and retrieval of records and records-storage materials.
A four-year high school diploma or its educational equivalent and eight years satisfactory full-time professional experience in one or a combination of the following: emergency management, fire or police services, public safety, public health, public administration, urban planning, engineering, or another specialized area to which the appointment is to be made. 18 months of this experience must have been in an executive, managerial, administrative, or supervisory capacity.
A baccalaureate degree from an accredited college and four years of satisfactory full-time professional experience in one or a combination of the areas listed above, including the 18 months of executive, managerial, administrative, or supervisory experience.
A master's degree from an accredited college in emergency management, public administration, urban planning, engineering, economics, political science, the physical sciences, or related field, and three years of satisfactory full-time professional experience in one or a combination of the areas described above, including the 18 months of executive, managerial, administrative, or supervisory experience.
Education and/or experience equivalent to the above.
All candidates must have a four-year high school diploma or its educational equivalent and the 18 months of executive, managerial, administrative, or supervisory experience.

Skills

Knowledge of current records management standards and best practices.
Familiarity with NYC policies and regulations.
Demonstrated use of an electronic content management system.
Experience with Office 365, particularly with a third-party records management solution based off of the Office 365 platform.
Experience with scanning projects.
Relevant professional, governmental, military, or institutional experience in records management, information governance, document control, archives, or related functions.
Excellent written and verbal communication skills.
Strong organizational skills and demonstrated attention to detail.
The ability to work individually or as part of a team.
Knowledge – possesses appropriate subject matter expertise.
Work Ethic and Productivity – produces consistently high quality, accurate, and on-time deliverables; takes responsibility, is dependable, and accountable, and follows through; is responsive to requests from leadership.
Strategic Problem Solving and Innovation – is thoughtful and deliberate in approach to solving problems; demonstrates innovation and creative thinking.
Effective Communication – communication is clear, precise, and timely; understands their audience and display confidence in delivering their message.
Teamwork – encourage collaboration and motivate others; is able to both lead and follow when necessary; is an active listener and consider a broad range of perspectives.

Location

New York City

Work Type

Hybrid
Full-time

Experience Level

Managerial
Administrative
Supervisory
Executive

Education Level

Master's degree in library or information science
Bachelor's degree
Certified Records Manager (CRM)
Four-year high school diploma or its educational equivalent

Salary/Compensations

$100,000 to $125,000

About the Company

New York City Emergency Management (NYCEM) helps New Yorkers before, during, and after emergencies through preparedness, education, and response.
NYCEM is responsible for coordinating citywide emergency planning and response for all types and scales of emergencies.
We are staffed by more than 200 dedicated professionals with diverse backgrounds and areas of expertise, including individuals assigned from other City agencies.
The Office of the Chief Counsel provides legal advice to NYCEM executives and staff regarding critical, strategic, legal and policy issues facing the agency, engages in transactional work in support of the NYCEM mission and coordinates with the NYC Law Department, Office of the Chief Counsel to the Mayor and City Hall, and other local, state and federal counsels regarding various legal issues ranging from emergency events to litigation, which impact the agency.
The Office of Chief Counsel is comprised of the Legal Affairs Unit, the Civil and Human Rights Unit formerly known as the Disability, Access and Functional Needs Unit (DAFN), and the Records Management Unit.
The Records Management Unit is responsible for leading and managing the NYCEM records management program.
It develops and implements policies and procedures to manage agency records throughout their life cycle, from creation to their final disposition, and works with units and personnel to ensure all staff are aware of and can apply records management best practices into their daily course of business.

Equal Opportunity

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.
NYCEM is committed to providing reasonable accommodations throughout the application and hiring process for qualified applicants with disabilities.