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Records Management Associate
3 months ago
**Records Management Associate**:
- Apply**Records Management Associate**:
- Agency: DEPARTMENT FOR THE AGING
- Posted on: 06/01/2024- Job type: Full-time
Location
MANHATTAN
- Title Classification: Exam may be required
Department
OFFICE GENERAL & ADM SERVICES
- Salary range: $64,137.00 - $73,758.00- 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.-
- 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.
Minimum Qualifications1. 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;
Preferred Skills- Proficiency with Microsoft Office a plus. (MS Word and MS Excel, MS PowerPoint is a must). - Experience with marketing and designing software (Illustrator, Adobe Photoshop, MS Visio etc.). - Excellent communication skills oral, written and ability to provide professional presentations. - Self starter and detailed oriented individual with excellent planning and execution foresight preferred. - Conscientious interpersonal, and customer skills preferred. - Working knowledge of ARCHIBUS, Fleet Focus, City Surplus, DORIS (Record Retention), Service Now, FMS3, Passport, HHS and Konica Minol
