Licensing Records Management Supervisor

*Only permanent employees in the civil service title, comparable title (under 6.1.9), eligible for the 55a program, and those that are reachable in the civil service list are eligible to apply. *
**This position may be eligible for remote work for up to 2 days per week, pursuant to the Remote Work Pilot Program. **
The NYC Department of Consumer and Worker Protection (DCWP) protects and enhances the daily economic lives of New Yorkers to create thriving communities. DCWP licenses nearly 45,000 businesses in more than 40 industries and enforces key consumer protection and workplace laws that apply to countless more. By supporting businesses through equitable enforcement and access to resources, DCWP protects the marketplace from predatory practices and strives to create a culture of compliance. DCWP empowers consumers and working families by providing the tools and resources they need to achieve financial health and work-life balance. DCWP also conducts research and advocates for public policy that furthers its work to support New York City’s communities. For more information about DCWP and its work, call 311 or visit DCWP at nyc.gov/dcwp, sign up for its newsletter, or follow on its social media sites, X, Facebook, Instagram, and YouTube.
DCWP’s Licensing Division seeks a Licensing Records Management Supervisor to work in its records unit that supports the processing of thousands of New York City Department of Health and Mental Hygiene (DOHMH) license applications each year. As part of the over-arching goal to digitize hundreds of thousands of license files and applications to make them efficiently electronically accessible, the Licensing Records Management Supervisor will oversee this tremendous undertaking and devise policies and plans to accomplish it. The issues can range from record keeping for both physical and digital files, digitizing project management, personnel, training, database system issues, policies, and other administrative issues. The Licensing Records Management Supervisor will be responsible for every aspect of their day-to-day operations of the File Room Unit.
Key responsibilities will include, but are not limited to:
- Prepare records for digitization, including minimal processing tasks, creating folder list registry for the digitization vendor, and compiling special instructions for fragile materials;
- Supervise staff, tracking and assigning tasks to ensure productivity and effectiveness, conducting training and providing guidance;
- Assist public facing units with inquiries and application processing;
- Develop, document and implement internal systems, policies, and procedures that help to organize and guide the division’s work and operations, specifically as it is related to technology, database system issues, communications, and other administrative issues;
- Follow DoHMH record retention schedule and process archival collections according to professional and agency standards, including rehousing, arranging, and describing materials;
- Provide specialized assistance in the production and delivery of information communications products and services, including research, retrieval, referral, distribution and other services, in answer to client’s requests for digital files, analog records, and their related supporting documentation;
- Prioritize assignments and effectively implement strategies for special projects and initiatives;
- Manage interns and consultants assigned to record management work; and
- Assess staff performance accurately and providing feedback to motivate and/or improve performance levels.

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

1. A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
2. 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 the administrative supervisory experience described in "1" above; or
3. A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ 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.