Records Manager & Archivist


Manhattan, NY

Industry: Transportation Services


5 - 7 years

Posted 739 days ago

This job is no longer available.

Position Objective

This position is responsible for developing and implementing agency wide records management programs that comply with all statutory and regulatory requirements and conform to good business practices. Develop and implement policies, procedures, processes, standards and technologies for records management. Provide input concerning the records retention implications of adopting emerging technologies, coordinate training for departmental records liaisons and serve as agency Archivist. Act as back-up to agency Freedom of Information Law (FOIL) Officer.


Oversee all agency activities involved in the management of active and inactive records -- whether in paper or electronic format;

Implement records retention policies and schedules and manage records retention and disposition (including transfer from active files to storage and subsequent disposal / destruction), in compliance with the retentionschedule, evolving business needs and applicable laws and regulations;

Update and revise Metro-North’s records retention and disposition schedule, as needed;

Coordinate the work of the records liaisons for each department, assess organizational records management training needs and, with the Training Department, provide periodic ‘best practices’ training to the liaisons.

Serve as the agency Archivist, advising departments on the preservation and storage of documents and material of historic import and value, and cataloging such materials.

In conjunction with senior staff, IT and FOIL officer, develop, plan and implement new protocols and technologies, including Electronic Records Management (ERM) and Enterprise Content Management (ECM) systems as they relate to Electronically Stored Information (ESI).

Provide input concerning the design and development of the Agency’s vital records protection and disaster prevention and recovery efforts.

Plan all annual and mid-yearbudget requests for the delivery of records management services at Metro-North and ensure effective administration of approved budget appropriations.

Identify opportunities and prepare applications for grant funding for which the agency is eligible.

Work with the Procurement department to evaluate and obtain needed resources, including contracts for storage of records.

Participate in planning and implementation of relocation of departmental records when agency functions are consolidated and / or relocated to new locations.

Perform as back-up to FOIL Officer.

Perform other related duties as directed by supervisor.

Required Qualifications

Working knowledge of current industry established principles and techniques for records management and control.

Knowledge of local, state and federal guidelines for records disposal and retention.

Knowledge of archival principals and practices.

Technical knowledge of records management infrastructure, e.g. microfilming and digital imaging.

Demonstrated ability to perceive and analyze problems, plan and develop alternatives, and implement solutions.

Ability to manage within budget constraints.

Working knowledge of budget processing, reporting and handling.

Proficient use of Microsoft Office products and/or comparable PC applications.

Familiarity with various records and information management technologies.

Ability to maintain confidentiality of sensitive information.

Excellent verbal and written communication and organizational skills.

Demonstrated interpersonal skills to work with different levels of management and to provide training and coaching.

Detail oriented.

Preferred Qualifications

Demonstrated desire/ability to keep current with new technologies, including Electronic Records Management (ERM) and Enterprise Content Management (ECM) systems as they relate to Electronically Stored Information (ESI).

Familiarity with mission and practices and New York State Archives (a program of NYS Department ofEducation), including model local government retention & disposition schedules.

Familiarity with the operations of Metro-North Railroad or other similar public transportation agencies.

Experience in assisting corporations or agencies in reviewing and responding to ESI discovery requests related to litigation.

Experience in preparing successful grant applications to support records management and archival programs.

Required Education/Experience

Bachelor’s Degree in Business, Library Science, Information Services or related areas of study. Demonstrated equivalent experience, education, and/or technical credentials to include four (4) additional years of related experience may be considered in lieu of degree.

Minimum of five (5) years of experience developing and implementing corporate-wide record management systems/programs.

Minimum of two (2) years of experience supervising records and information management staff directly or indirectly.

Preferred Education/Experience

Advanced Degree in Business, Library Science, Information Services or related areas of study.

Certification in Records Management (CRM).

Experience supervising records and information management staff.



$72K - $89K