Job Information
City of New York ASSISTANT RECORDS MANAGEMENT OFFICER in New York, New York
Job Description
The New York City Campaign Finance Board manages New York City’s small donor democracy program and educates and engages voters via NYC Votes. The CFB has enjoyed a tremendous arc of progress over its 30-year history, and our updated flagship small donor democracy program is a centerpiece of this progress.
We eliminate barriers to participation by providing access to the resources New Yorkers need to vote or run for office and amplify the voices of small donors with New York City’s small donor democracy program.
We are dedicated to making New York City’s local democracy more open, transparent, and equitable. You would be working with a team that is mission driven and committed to continuous improvement.
The Records, Data, and Information Unit is comprised of dedicated individuals who are responsible for the intake and data entry of candidate-related documentation, as well as responsible for compiling, redacting, and organizing responsive documents for Freedom of Information Law (FOIL) requests and executing the overall agency’s records retention policies.
The Assistant Records Management Officer reports to the Director of the Records, Data, and Information Unit who also serves as the agency’s official. This position is also responsible for supporting the Senior Associate Counsel who oversees the legal aspects of responding to Freedom of Information Law (FOIL) requests and helps track and comply with statutory deadlines. The ideal candidate should be familiar with and experienced in scanning and indexing of documentation, provide data entry on external and internal documentation and responsible for data entry within our internal applications. Responsibilities include, but are not limited to:
Identify, analyze, compile, and redact responsive records for each FOIL request.
Ensure that documents and materials provided in response to record requests are appropriately redacted, disclosed in a timely manner, and do not violate any applicable statutes, confidentiality laws or restrictions.
Save all responsive records in an online accessible filing system for internal review and external production within the appropriate deadlines set by the Senior Associate Counsel responsible for FOIL.
Support the tracking, maintenance, and quality control of responsive FOIL request records.
Maintain the confidentiality of agency records.
Support the Records Access Officer in communicating with the Records Access Officers at other City agencies when necessary.
Scan and index external/internal candidate records and agency documentation, as deemed necessary to support the work of the unit.
Perform data entry on external/internal documentation, as deemed necessary to support the work of the unit.
Perform special projects under the direction of the Director of Records, Data, and Information, including support for the development of an improved online FOIL records request portal and repository.
Coordinate with agency management to execute and maintain the agency’s records retention policy.
Assist in the management and tracking of all agency records (on and off-site).
Essential Skills
Proactive and takes initiative in identifying, gathering, and processing records.
Outstanding communication and problem-solving skills.
Excellent analytical and organizational skills with attention to detail.
Knowledge of basic Records Management systems.
Proficiency in MS Office (Word, Excel, OneDrive, Teams, in particular), Dropbox (required), OnBase (preferred), Salesforce (preferred).
Strong computer and internet skills with a willingness to learn new software.
Superior time management skills and the ability to manage multiple tasks and prioritize work.
Ability to understand and work with confidential matters.
Proficiency in and/or ability to learn to communicate and interact well with external agencies.
Proficiency in and/or ability to complete short- and long-term projects effectively and as efficiently as possible.
Additional Information
The City of New York provides generous medical benefits (including dental and vision through respective unions or funds), retirement, tuition reimbursement, and additional ancillary benefits. CFB offers a flexible and hybrid work schedule, opportunities for career development, learning & development (leadership training, coaching), wellness programs, and much more!
The CFB is an equal opportunity employer firmly committed to diversity. All individuals are encouraged to apply. If you anticipate needing any type of reasonable accommodation to apply for an employment opportunity, please contact access@nyccfb.info or (212) 409-1800.
How to Apply
All applicants must apply through NYC Government Jobs | Explore Careers | City of New York (https://cityjobs.nyc.gov/)
Please search and apply to the job ID number listed above.
Resume and cover letter are required for consideration.
Note that only applicants under consideration will be contacted.
For more information on careers with the NYC Campaign Finance Board visit our website at https://www.nyccfb.info/ to access the full listing of job opportunities and to learn more about our agency.
Qualifications
A bachelor’s degree from an accredited college including or supplemented by at least twelve semester credits (or the equivalent of twelve semester credits) in accounting, auditing, business or public administration, computer science, economics, finance, statistics, graphic design, personnel or human resources administration, user experience design, or a closely related area of study and one year of satisfactory full-time experience in accounting, auditing (including compliance or investigative auditing), business or public administration, business analysis, computer science, database administration, economics, finance, fiscal or economic management or research, statistics, graphic design, personnel or human resources administration, user experience design, or a closely related field; or
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 administrative supervisory experience described in “1” above; or
A four-year high school diploma or its educational equivalent and five-years of experience as described in “1” above; or
Education and/or experience equivalent to “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.