Deputy Director of Records Management

Job Description

THE SELECTED CANDIDATE WILL BE OFFERED A SALARY BETWEEN $79,473 - $91,394.

THIS POSITION IS ONLY OPEN TO CANDIDATES WHO ARE PERMANENT (NOT PROVISIONAL) IN THE CIVIL SERVICE TITLE OF ASSOCIATE STAFF ANALYST.

The Administration for Children’s Services (ACS) protects and promotes the safety and well-being of children and families through child welfare and juvenile justice services and community supports. ACS manages community-based supports and foster care services and provides subsidized childcare vouchers. ACS child protection staff respond to allegations of child maltreatment. In juvenile justice, ACS oversees detention, placement and programs for youth in the community.

The Office of the General Counsel (OGC) provides legal representation and advice to the Commissioner and all divisions at ACS. OGC identifies areas of legal vulnerability and coordinates with other Divisions to ensure compliance with court orders, consent decrees, and other legal and regulatory mandates. OGC also works closely with the NYC Law Department to minimize risk and avoid litigation and defend ACS in class action and individual lawsuits. OGC is comprised of six legal units and two non-legal units.

The Records Management Unit (RMU) engages in activities required for systemically controlling the creation, distribution, use, maintenance, continuity, disposition of recorded information maintained with security and confidentiality. The Unit’s activities include providing assistance for ACS offices and programs throughout the five boroughs. In addition, DYFJ records and materials are overseen by the Records Management Unit. The Records Management Unit ensures that closed records from all offices & programs are prepared in accordance with established guidelines before they are transferred to the warehouse for long-term storage. RMU also acts in an advisory capacity, providing training, expertise, research and recommendations while coordinating with the ACS Division of Policy, Planning and Measurement, the New York City Department of Records and Information Services (DORIS), the Department of Information Technology and Telecommunications (DOITT), state agencies and other entities when appropriate.

Under supervision of the Director of Records Management, with wide latitude for independent judgement and decision-making, the Deputy Director will assist with supervision and the daily operations of the unit.

The responsibilities of the Deputy Director will include, but will not be limited to:

- Exemplify leadership skills & effective communication.

- Provide on-going training and guidance to all warehouse staff to ensure all tasks are completed in a timely manner.

- Ensure that appropriate assessments are complete, and service plans are formulated within required timeframes.

- Attend departmental conferences, transmit information and policies to warehouse staff.

- Monitor time and leave, assist with job performance evaluations, and implement appropriate disciplinary measures as needed.

- Develop and support staff with training and professional development opportunities.

- Conduct weekly conferences and review ongoing work assignments with staff.

- Arrange and conduct meetings when appropriate with internal ACS staff and external partners.

- Present and explain new agency policies and practices to warehouse staff in a timely manner.

- Monitor RMU monthly metrics, multiple spreadsheets used for tracking projects and email boxes for requests and responses to inquiries about warehouse matters.

- Manage access and monitor the Electronic Digital Management System (EDMS) & the Warehouse Inventory Tracking System database (WITS).

- Coordinate quality assurance inspection scheduling for the warehouse Quality Assurance Unit.

- Coordinate with the ACS Transportation Unit for all warehouse pick-up and deliveries within the five boroughs.

- Prepare invoices for all contractors and agencies that provide services to the warehouse.

- Assist with warehouse budgeting, clerical duties, and funding including completing the CS-900 process and procurement documentation.

- Build strong relationships and foster collaboration amongst employees, directors, and other stakeholders in an office setting.

- Support management in enhancing team dynamics and employee engagement through regular interaction and feedback.

- Organize and facilitate meetings, events, and activities that promote team cohesion and morale.


ADDITIONAL INFO

Section 424-A of the New York Social Services Law requires an authorized agency to inquire whether a
candidate for employment with child-caring responsibilities has been the subject of a child abuse and
maltreatment report.

TO APPLY

Please go to www.cityjobs.nyc.gov or www.nyc.gov/ess for current NYC employees and search for Job ID # 722875.

No phone calls, faxes or personal inquiries permitted.

Note: Only candidates under consideration will be contacted.

ASSOCIATE STAFF ANALYST - 12627

Qualifications

1. A master's degree from an accredited college in economics, finance, accounting, business or public administration, public health, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies or a Juris Doctor degree from an accredited law school, and one year of satisfactory full-time professional experience in one or a combination of the following: working with the budget of a large public or private concern in budget administration, accounting, economic or financial administration, or fiscal or economic research; in management or methods analysis, operations research, organizational research or program evaluation; in personnel or public administration, recruitment, position classification, personnel relations, labor relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, social services program planning/evaluation, or fiscal management, or in a related area; or

2. A baccalaureate degree from an accredited college and three years of satisfactory full-time professional experience in the areas described in "1" above.

3.An associate degree or completion of 60 semester credits from an accredited college and five years of satisfactory full-time professional experience as described in “1” above.

4. A four-year high school diploma or its educational equivalent approved by a State’s department of education or a recognized accrediting organization and seven years of satisfactory full-time professional experience as described in “1” above.

5.A combination of education and/or experience equivalent to “1”, “2”, “3”, or “4” above. College education may be substituted for professional experience at the rate of 30 semester credits from an accredited college for one year of experience. However, all candidates must have a high school diploma and at least one year of experience as described in “1” above.

Additional Information

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.