DEPUTY DIRECTOR, RECORDS

Job Description

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.

The Office of the Chief Counsel is seeking a Deputy Director of Records who will oversee work of the Records Management unit and supervise the Records Program Manager and any temporary staff, including interns. The Deputy Director of Records will oversee the maintenance and management the agency’s electronic and physical records. This includes any day-to-day responsibilities and creating and implementing policies around agency records. The Deputy Director of Records will work with staff to ensure that all records are in compliance according to City policies and procedures.

Under the supervision of the Chief Counsel, the Deputy Director of Records will have responsibilities including but not limited to the following:

- 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 (both records and non-records, regardless of format) and ensuring staff are aware of their role in the management of agency records.
- Overseeing all Records Management unit functions and projects including but not limited to reviewing and updating the retention schedule as needed, applying retention to records in SharePoint using Records365, creating destruction and transfer requests, choosing a system to manage physical records (potentially Records365).
- Developing and implementing agency records management policies and related procedures as needed and performing yearly reviews and updates of established policies.
- Creating one page infographics to communicate important policies or procedures to NYCEM staff as needed.
- Overseeing all scanning projects which must follow the NYC Department of Records and Information Services’ (DORIS) processes and guidelines and be approved by DORIS before projects may commence. Potential scanning projects include eligible agency records with long-term retention periods or special scanning projects (e.g., activation records to be transferred to another City agency).
- 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 if needed.
- Working with staff to ensure all agency publications that are required to be submitted to the NYC Municipal Library are transferred to the Records Management unit for submission to the 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.
- Demonstrated ability to independently manage complex assignments, exercise sound judgment, and communicate progress to leadership.

**PLEASE NOTE THE FOLLOWING:

- As part of NYCEM's emergency response mission, this position participates on an Emergency Operations Center (EOC) team. During emergency activations, team members may be required to work evenings, weekends, holidays, or extended shifts in support of City response operations. Outside of activations, EOC members participate in per