Records Officer

About TRS

Since 1917, the Teachers’ Retirement System of the City of New York (TRS) has been securing better futures for NYC educators. With a pension fund valued at approximately $120 billion, TRS serves over 215,000 members, providing them with retirement, disability, and death benefit services.

TRS' Qualified Pension Plan (QPP) is a defined benefit plan that provides members with a monthly retirement allowance upon meeting certain eligibility requirements. TRS members can also enhance their benefits with a Tax-Deferred Annuity (TDA) Program, which offers multiple investment options and tax-deferred earnings.

At TRS, we seek dedicated professionals who are passionate about their work and committed to excellence. We pride ourselves on our member-centric culture, focused on delivering outstanding service and support to our members.

Position Summary

The Records Officer will lead TRS' records management system. The selected candidate will oversee the development of policies, procedures, and standards, the coordination of electronic records management, and agency-wide compliance with statutory and regulatory requirements. Reporting to the Deputy Director of Date Governance & Records Management, Key duties and responsibilities include, but are not limited to:

Key Responsibilities

• Identify and access TRS records, ensuring easy document retrieval and legal disposal in collaboration with the State Archives.
• Develop records management policies, procedures, and standards with Executive Management, Operations, Legal, and subject matter experts.
• Implement TRS’s electronic records management program to meet the requirements of the TRS Modernization program.
• Ensure compliance with Federal, State, and local laws; manage records retention and disposal in line with RIM standards.
• Oversee vendor contracts for records management, including off-site storage, document conversion, and migration. Review and approve invoices.
• Create and maintain a comprehensive Master List of all agency records, and develop an up-to-date records inventory.
• Coordinate the disposal of records, manage the storage of inactive records, and assess plans to enhance records management practices.
• Contribute to the development of micrographics or electronic information systems and ensure the protection and access to historical records.
• Support additional projects assigned by leadership.

Minimum Qualifications

1. A master's degree from an accredited college in Library Science, Archival Science, American History, Political Science or a related area, plus two years of full-time experience in archival or library science, one year of which must have been in a supervisory capacity of incumbents performing at a professional level; or
2. Education and/or experience equivalent to "1" above. However, all candidates must have a master's degree from an accredited college and the one year of supervisory experience as described in "1" above.

Preferred Skills

• Strong knowledge of retention schedules (document-based, functional, "big bucket").
• Understanding of Generally Accepted Recordkeeping Principles.
• Familiarity with various metadata schemas and record management software.
• Excellent communication, interpersonal, analytical, and organizational skills, Ability to multitask effectively while maintaining a high degree of professional discretion and confidentiality.
• Proficient in MS Office applications, with comprehensive knowledge of electronic records management for accurate classification under the correct record types.
• Proficiency in handling email retention policies and ensuring compliance with relevant regulations.

Benefits of Working for the City of New York

• Flexible Work Arrangements: Hybrid work schedules offer a balanced combination of remote and in-office work, promoting a healthy work-life balance.
• Comprehensive Health Benefits: Access to excellent healthcare coverage, including medical, dental, and vision plans.
• Retirement Plans: Robust pension plans, including the New York City Retirement Systems (NYCERS),and NYC Deferred Compensation (401k and 403b) providing financial security post-retirement.
• Commuter Benefits: Enjoy pre-tax deductions for eligible commuting expenses, reducing your taxable income and saving you money.
• Professional Development: Opportunities for continuous learning and career advancement through various training programs and workshops.
• Competitive Salaries: Competitive compensation packages commensurate with experience and responsibilities.
• Paid Time Off: Generous paid leave policies, including vacation days, sick leave, and holidays.
• Work-Life Balance: Programs and policies supporting a balance professional and personal life.
• Career Growth: Long-term career prospects supported by a stable and well-established city government.
• Public Service Loan Forgiveness (PSLF): Eligibility for federal loan forgiveness programs and state repayment assistance programs, while working full-time for a qualifying employer like the City of New York.
• Diverse Work Environment: Inclusive and diverse workplace culture, reflecting the vibrant city of New York.

How to Apply

Interested candidates are invited to submit their resume, and cover letter to Careers@TRS.NYC.NY.US with the subject line “Record Officer Application – [Your Name].” Please ensure all documents are in PDF format. Applications will be reviewed on a rolling basis until February 28, 2025. Only qualified candidates will be considered. For any questions or further information please contact Careers@TRS.NYC.NY.US.

Residency Requirement

New York City residency is generally required. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County.

TRS is an Equal Opportunity Employer