Deputy Director of Records Management

Deputy Director of Records Management

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 :

• Exemplifying leadership skills & effective communication.
• Providing on-going training and guidance to all warehouse staff to ensure all tasks are completed in a timely manner.
• Ensuring that appropriate assessments are complete, and service plans are formulated within required timeframes.
• Attending departmental conferences, transmitting information and policies to warehouse staff.
• Monitoring time and leave, assisting with job performance evaluations, and implementing appropriate disciplinary measures as needed.
• Developing and supporting staff with training and professional development opportunities.
• Conducting weekly conferences and reviewing ongoing work assignments with staff.
• Arranging and conducting meetings when appropriate with internal ACS staff and external partners.
• Presenting and explaining new agency policies and practices to warehouse staff in a timely manner.
• Monitoring RMU monthly metrics, multiple spreadsheets used for tracking projects and email boxes for requests and responses to inquiries about warehouse matters.
• Managing access and monitoring the Electronic Digital Management System (EDMS) & the Warehouse Inventory Tracking System database (WITS).
• Coordinating quality assurance inspection scheduling for the warehouse Quality Assurance Unit.
• Coordinating with the ACS Transportation Unit for all warehouse pick-up and deliveries within the five boroughs.
• Preparing invoices for all contractors and agencies that provide services to the warehouse.
• Assisting with warehouse budgeting, clerical duties, and funding including completing the CS-900 process and procurement documentation.
• Building strong relationships and fostering collaboration amongst employees, directors, and other stakeholders in an office setting.
• Supporting management in enhancing team dynamics and employee engagement through regular interaction and feedback.
• Organizing and facilitating meetings, events, and activities that promote team cohesion and morale.

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.