NYC EMERGENCY MANAGEMENT

GRANT FUNDED THROUGH 8/31/2024 WITH THE POSSIBILITY OF AN EXTENSION

CITYWIDE JOB VACANCY NOTICE

 

Civil Service Title:                    EMERGENCY PREPAREDNESS SPECIALIST

Title Code No.:                         06766                                                                                     

Salary:                                        $65,000-$72,000

Office Title:                               RECORDS PROGRAM MANAGER

Division/Work Unit:                Office of the Chief Counsel/Records Management

Job ID:                                     608248                                                     

Work Location:                        165 CADMAN PLAZA EAST, BROOKLYN, NY 11201

Hours/Shift:                               9 – 5/M – F*                                                          

Number of Positions:              1

 

ABOUT NEW YORK CITY EMERGENCY MANAGEMENT

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 which impact the public, engages in transactional work in support of the NYCEM mission and coordinates with the NYC Law Department, Office of the Counsel to the Mayor, and other local, state and federal counsels regarding various legal issues ranging from emergency events to litigation, which impact the agency.

 

JOB DESCRIPTION

The Records Unit works with all units and personnel to develop and implement policies and procedures to manage agency records throughout their entire life cycle, from creation to their ultimate disposition.

 

The Records Management unit is looking for a Records Program Manager who will work under the directions of the Chief Counsel and the Deputy Director, Records. The Program Manager will assist with maintaining and managing the agency’s electronic and physical records. This includes any day-to-day responsibilities and creating and implementing policies around agency records. The Program Manager will work with staff to ensure that all records are in compliance according to City policies and procedures.

 

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

 

• Assisting with the management and maintenance of an electronic records management system.
• Performing day-to-day records management tasks and activities relating to storage, retrieval, retention and disposition of records.
• Assisting with the training of 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.
• Collaborating on all Records Management unit functions and projects including retention schedule review, the creation of destruction requests, choosing a system to manage physical records and implementing a scanning project for agency records with long-term retention periods.
• Assisting in the development and implementation of agency records management policies and related procedures and performing yearly reviews and updates of established policies.
• Maintaining filing system procedures and classification indexes.
• Assigning and managing file space as well as preparing materials for storage or transfer to the NYC Municipal Records Center.
• Working with staff to ensure all agency publications that are required to be submitted to the NYC Municipal Library are transferred to the Records unit for submission to the Library’s Government Publications Portal.
• Inventorying and cataloging materials in the agency library and managing circulation of the collection utilizing ResourceMate Plus.
• Working under minimal supervision with considerable latitude for initiative and independent judgment.

 

*PLEASE NOTE:  The selected candidate will be assigned to an on-call Emergency Operations Center (EOC) team and will be expected to work non-business hours during some emergencies.  These non-business hours include nights, weekends, holidays, and extended week hours outside of a 9AM-5PM schedule. The selected candidate will also participate in trainings to build skills and competencies in emergency response; will participate in drills and exercises associated with the on-call EOC team; and may volunteer to assist with Ready NY emergency preparedness presentations to external groups. EOC teams are on call for three weeks at a time, with six weeks off in between. 

 

PREFERRED SKILLS

1. Knowledge of current records management standards and best practices. Familiarity with NYC policies and regulations a plus.
2. Demonstrated use of an electronic content management system.
3. Experience with Office 365, particularly with a third party records management solution based off of the Office 365 platform. Experience with RecordPoint’s Records365 a plus.
4. Experience with scanning projects. Familiarity with NYC Department of Records scanning guidelines a plus.
5. Ability to lift, store and retrieve boxes of records weighing up to 40 lbs.
6. Excellent written and verbal communication skills.
7. Strong organizational skills and demonstrated attention to detail.
8. The ability to work individually or as part of a team.

 

MINIMUM QUALIFICATION REQUIREMENTS

 

 

1. A four-year high school diploma or its educational equivalent approved by a state's department of education or a recognized accrediting organization and six years of satisfactory full-time professional experience in emergency management, public administration, urban planning, engineering, economics, political science, the physical sciences or related field, at least two years of which must have been in one of those areas, or another specialized area to which the appointment is to be made; or
2. A baccalaureate degree from an accredited college and two years of satisfactory full­ time professional experience in the areas listed in "1" above; or 
3. A master's degree from an accredited college in the areas listed in "1" above, and one year of satisfactory full-time professional experience in one or a combination of the following: emergency management, fire, police, or military service, public safety, public health, public administration, urban planning, engineering, or another specialized area to which the appointment is to be made.

 

NOTE: New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

 

To APPLY

Current City Employees: Apply via Employee Self-Service (ESS).  Go to Recruiting ActivitiesàCareers and search by the Job ID 608248.

 

Non-City Employees/External Candidates: Apply via NYC Careers. Go to https://cityjobs.nyc.gov/ and search by the Job ID 608248

 

 

              

               NOTE: ONLY THOSE CANDIDATES UNDER CONSIDERATION WILL BE CONTACTED.

Apply online here

Submit specified application materials to jobs@oem.nyc.gov.