Scanning Operator Coordinator, Bureau of Vital Statistics

**Open to those permanent in the Clerical Associate title only.

The Bureau of Vital Statistics is responsible for registering and certifying all 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:
- Work with the Records Management Unit director and leadership to identify areas for improvement and streamlining processes to improve Records and Information Management. Characterize the current work process and propose changes for improving the process, using data to support changes. Coordinate and prepare document imaging events, scan, organize, index, upload, archive, and prep record sets for scanning including metadata, quality assurance, and records schedule assignments.
- Plans, organizes, reviews, coordinates, and maintain quality controls for all Records Management electronic and/or paper-based information. Function as Scanning Solutions Coordinator and provide clear, detailed next step instructions and assistance related to RM projects, operations and procedures including the changeover from paper to electronic records management system. This includes providing written guidance in clear and courteous plain language.
- Develop and provide management with routine production reports for all RM scanning and production activities. Processes Records and Information to include sorting, coding, entering, modifying, deleting, filing and retrieving data; establishing new files and new filing systems; maintaining control of data and conducts follow-up to maintain continuity of operations; purges and disposes of data/records in accordance with policy and guidelines.
- Responsible for coordinating workflow processes, ensuring document scanning standards are practiced and followed, assessment of daily production volumes, and liaison with OVRD/OVRS regarding RM activities. Coordinate the retrieval and processing of sealed documents from the NYC RM vaults as requested for an administrative or court ordered review.
- Access secure area where security paper is stored, assign paper to staff who are printing certificates; reconcile security paper usage and ensure that all unused paper is returned to secure area and that all security protocol is followed. Test IT system fixes and updates/enhancements. Report outcome of testing to IT and BVS leadership.
- Create tickets and report any IT issues that impact productivity and day to day operations. This includes issues with the eVital database system, Documentum, MS Office applications, printers, and scanners. Support maintaining, or rapidly standing up, response activities across all types of possible incidents, including storms, pandemics, and other emergencies

Why you should work for us:

- Loan Forgiveness: As a prospective employee of the City of New York, you may be eligible for federal/state loan forgiveness and repayment assistance programs that lessen your payments or even fully forgive your full balance. For more information, please visit the U.S. Department of Education’s website (https://studentaid.gov/pslf/)
- Benefits: City employees are entitled to unmatched benefits such as:
o a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.
o additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund.
o a public sector defined benefit pension plan with steady monthly payments in retirement.
o a tax-deferred savings program and
o a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.
- Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home.
- Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYC a healthy place to live and work.

Established in 1805, the New York City Department of Health and Mental Hygiene (NYC Health Department) is the oldest and largest health department in the U.S., dedicated to protecting and improving the health of NYC. Our mission is to safeguard the health of every resident and cultivate a city where everyone, regardless of age, background, or location, can achieve their optimal health. We provide a wide array of programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV/AIDS treatment, family and child health, environmental health, mental health, and social justice initiatives. As the primary population health strategist and policy authority for NYC, with a rich history of public health initiatives and scientific advancements, from addressing the 1822 yellow fever outbreak to the COVID-19 pandemic, we serve as a global leader in public health innovation and expertise.

Come join us and help to continue our efforts in making a difference in the lives of all New Yorkers!

The NYC Health Department is an inclusive equal opportunity employer committed to providing access and reasonable accommodation to all individuals. To request reasonable accommodation to participate in the job application or interview process, contact Sye-Eun Ahn, Director of the Office of Equal Employment Opportunity, at [email protected] or 347-396-6549.

CLERICAL ASSOCIATE - 10251

Qualification Requirements
A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and one year of satisfactory clerical experience.
Skills Requirement
Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.

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.