Electronic Records Administrator

NYC Careers

Date: 1 week ago
City: Queens, NY
Salary: $75,000 - $90,000 / year
Contract type: Full time
NYC Careers
The New York City Department of Correction (DOC) is an integral part of the City’s evolving criminal justice system, participating in reform initiatives and strategies aimed to move the City towards a smaller jail system without compromising public safety. The DOC is responsible for maintaining a safe and secure environment for our employees, visitors, volunteers and people in our custody. Importantly, safe jails enable DOC to provide people in custody with the tools and opportunities they need to successfully re-enter their communities. The DOC operates facilities and court commands across the five boroughs with more than 9,000 diverse professionals and knowledgeable experts

The Electronic Records Manager will assist the Director of Records and Retention Management in the implementation of Citywide Electronic Records Management System (Records 365) utilizing Microsoft 365 and SharePoint Online as the content management system. The duties will include but are not limited to;

  • Acting as an Electronic Records Manager/Super-user for the Electronic Records Management System.

  • Lead and participate in business requirement gathering, - Perform system configuration and programming using various MS365 out of the box functionalities based on requirement.

  • Work with third-party vendor and participate in all digital records projects related activities including business requirement gathering, system testing, integration, implementation, support, and user training.

  • Manage and report process conversion of hard-copy documents to digital format form

  • Partner with the Director of Records with SharePoint Online best practices on the file organization and set up

  • Liaison on all technical aspects of the ERMS system with the New York City Department of Correction IT Department and other NYC agencies as related to City roll-out of Electronic Records Management System.

  • Create workflows in SharePoint online, when necessary,

  • Create test cases, - Conduct QA testing and end user training

  • Track user permissions and system rights based on user authorization

  • Perform system configuration base on agency records retention schedule business requirements and recommendations by the Director and Deputy Director of Records Management Retention

  • Advise and develop end-user documentation and training materials as requested.

Minimum Qual Requirements

Qualification Requirements

1. A master's degree from an accredited college in Library Science, Archival Science, American History or Political Science or a related area, plus four years of full-time professional experience in a governmental archives, records management center or library complex, 18 months of which must have been in a supervisory, administrative, consultative, managerial or executive capacity; or

2. Education and/or experience equivalent to "1" above. However, all candidates must have a master's degree and the 18 months supervisory, administrative, consultative, managerial or executive experience as described in "1" above.

Preferred Skills

  • The individual should have min. 3-5 years SharePoint ERMS experience in coordinating an enterprise-wide project and possess strong knowledge of current and emerging technologies.

  • Ability to create PowerShell scripts to manage document libraires, to perform electronic file migrations and to ingest documents in SharePoint online. Minimum 3 years' experience

  • Ability to create ad hoc reports using Microsoft Power BI.

  • Ability to Automate business rules and workflows using Power Automate based on records retention business requirements. Minimum 3 years' experience

  • Individual should have experience using the Microsoft 365, Microsoft SharePoint online and guiding a group to fulfill business requirements.

  • Individual should have some familiarity with project management deliverables

The Individual should have experience with records management and information governance principles strongly preferred. The individual should have experience in administering an enterprise-wide project and possess strong knowledge of current and emerging technologies.

Additional Information

The City of New York offers a comprehensive benefits package including health insurance for the employee and his/her spouse or domestic partner and unemancipated children under age 26, union benefits such as dental and vision coverage, paid annual leave and sick leave, paid holidays, a pension, and optional savings and pre-tax programs such as Deferred Compensation, IRA, and a flexible spending account.

To Apply

For City employees: Go to Employee Self-Service (ESS) - www.nyc.gov/ess and search for Job ID# 561672

For all other applicants: Go to https://a127-jobs.nyc.gov and search for Job ID# 561672

Submission of a resume is not a guarantee that you will receive an interview

Only those candidates under consideration will be contacted.

55-a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

Public Svc Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at StudentAid.gov/PSLF.

Residency Requirement

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.

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