Records Management Associate Jobs in Union, NJ (NOW HIRING)

Open to permanent DOHMH employees only due to active promotional list
The Bureau of Vital Statistics is responsible for registering and certifying al birth, deaths, spontaneous and induced terminations of pregnancy in NYC. The bureau issues, analyzes and reports on 285,000 vital events each year. The bureau is a very large customer service operation, providing death certification services on a 24/7 basis, issuing more than 900,000 certified copies of birth and death records, and fulfilling hundreds of data requests annually.
DUTIES WILL INCLUDE BUT NOT BE LIMITED TO:
- Direct and Manage daily Records Management Unit operations involving the storage, retrieval, tracking, preservation, inventory management, and long-term stewardship of vital records maintained across paper, microfilm, microfiche, and electronic systems, including eVital.
- Lead and support digitization, electronic records management, and modernization initiatives involving legacy, sealed, archival, and active vital records.
- Support archival preservation activities, records disposition coordination, disaster preparedness e forts, and continuity of operations planning related to records management operations.
- Manage operational workflows, records-related projects, vendor coordination, inventory initiatives, and process improvement efforts while monitoring operational needs, timelines, and project deliverables.
- Support the development, implementation, and maintenance of records management policies, procedures, standards, and operational documentation.
- Supervise staff and provide technical guidance, workflow coordination, training support, and operational assistance related to records management activities and modernization initiatives.
- Coordinate with Bureau units, agency stakeholders, vendors, and external partners to support records management operations and special projects.
PREFERRED SKILLS:
- Demonstrated leadership and managerial experience in health services or public health administration.
- Strong knowledge of records management, archival preservation, document control, and records lifecycle management principles and practices.
- Experience managing digitization, modernization, electronic records management, or large-scale records preservation initiatives.
- Experience supervising staff, managing operational workflows, coordinating projects, and supporting cross-functional operational initiatives.
- Strong organizational, analytical, communication, and problem-solving skills.
- Experience working with electronic records systems, databases, inventory tracking systems, or document management platforms, including eVital or similar systems.
- Ability to manage multiple operational priorities and projects in a fast-paced environment while maintaining accuracy and confidentiality.
- Familiarity with vital records operations, public health records, or related government records management environments
ADM MANAGER-NON-MGRL FRM M1/M2 - 1002C

1. A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
2. An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
3. A four-year high school diploma or its educational equivalent and six years of
satisfactory, full-time progressively responsible experience as described in "1"
above, 18 months of which must have been in an administrative, managerial,
executive or supervisory capacity. The supervisory work must have been in the
supervision of staff performing clerical/administrative work of more than
moderate difficulty; or
4. Education and/or experience equivalent to "1", "2" or "3" above. However, all
candidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in "1", "2" or "3" above. Education above
the high school level may be substituted for the general clerical/administrative
experience (but not for the administrative, managerial, executive or supervisory
experience described in "1", "2" or "3" above) at a rate of 30 semester credits
from an accredited college for 6 months of experience up to a maximum of 3
years.

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.