Description

Position at MTA Headquarters

JOB TITLE:

Director of Records Management

DEPT/DIV:

Legal

SUPERVISOR:

Deputy General Counsel and Unit Chief, e-Discovery & FOIL

WORK LOCATION:

2 Broadway

HOURS OF WORK:

9:30 am - 5:30 pm (7.5 hours/day) or as required

FULL/PART-TIME

FULL

SALARY RANGE:

$135,267 - $140,635

DEADLINE:

Until filled

This position is eligible for telework, which is currently one day per week. New hires are eligible to apply 30 days after their effective date of hire.

Job Summary:

The Director of Records Management provides enterprise leadership in developing, governing, and executing the MTA's records retention and information governance framework. This role is responsible for setting the strategic direction for document and data lifecycle management across all agencies, ensuring that policies, standards, and practices align with complex legal, regulatory, and organizational requirements. The Director establishes and oversees robust, modernized records management systems; drives compliance and operational efficiency; and leads enterprise-wide initiatives that advance digital transformation and reduce long-term storage costs. In addition, the Director serves as a key advisor to the Deputy General Counsel and exercises executive oversight of records-related procurements and vendor contracts, ensuring that these engagements support the MTA's strategic, fiscal, and compliance objectives.

Responsibilities:

• Designs and governs the organization's records retention and information management policies to ensure full compliance with applicable laws, regulations, and industry standards. Leads ongoing policy modernization to support legal defensibility, operational efficiency, and enterprise-wide consistency.
• Directs implementation and optimization of records and document management systems to improve storage, retrieval, classification, and retention processes. Ensures systems effectively support business operations, FOIL and other open records compliance obligations, and agency-wide information governance requirements.
• Oversees procurement and contract management for records-related services and technology, including storage vendors, digitization providers, software platforms, and consultants. Ensures all procurements are cost-effective, compliant, performance-driven, and aligned with long-term strategic objectives.
• Provides leadership, coaching, and strategic direction to the Records Management team, cultivating professional development, building technical expertise, and ensuring high-quality service delivery. Establishes clear performance expectations, workflows, and standards of practice.
• Partners closely with Legal, Compliance, and operational stakeholders to ensure that records retention practices across various MTA agencies align with statutory requirements, litigation needs, risk-management priorities, and with each other. Serves as a primary advisor on information governance matters.
• Develops and oversees agency-wide training and educational programs on records retention, classification, documentation standards, and compliance best practices. Ensures employees understand and consistently follow required procedures throughout the record lifecycle.
• Monitors, audits, and evaluates the effectiveness of records retention procedures, identifying gaps, risks, and areas for improvement. Implements corrective measures to enhance accuracy, consistency, security, and operational integrity across the organization.
• Actively solicit feedback from Records Managers on workflow challenges; collaborates with IT to plan and execute system upgrades and technology enhancements within the document and records management ecosystem to address those challenges. Ensures solutions are secure, scalable, interoperable, and aligned with digital transformation goals.
• Develops and delivers metrics, dashboards, and strategic reports to senior leadership on records retention performance, system utilization, compliance status, and operational trends. Uses data insights to guide decision-making, resource planning, and program improvement.
• Oversees financial planning and cost management for the records management program, monitoring expenditures, evaluating cost-saving opportunities, and ensuring efficient use of resources. Develops accurate short-term and long-term budgets that align with program priorities, technology needs, and the MTA's strategic and fiscal objectives.
• Select, develop, and motivate personnel within the department. Provide career development for subordinates. Provide prompt and effective coaching and counseling. Responsible for discipline/termination of employees when necessary. Review the performance of staff. Create a professional environment that respects individual differences and enables all employees to develop and contribute to their full potential.

Knowledge/Skills/Abilities:

• Document Management Systems
• Legal Compliance
• Records Management
• Procurement Management
• Leadership
• Data Analysis
• Communication
• Training Development
• Auditing
• Strategic Planning
• Strong knowledge of records retention, archiving, e-discovery, privacy laws, and compliance frameworks

Required Education and Experience:

• Bachelor's Degree in Arts/Sciences (BA/BS) in Information Management or related field
• Minimum 8 years of progressive experience in information management required, or Minimum 8 years of experience implementing enterprise content management (ECM) or records management systems, or Minimum 8 years of experience in document or records management leadership

The Following is/are preferred:

• Master's degree in Arts/Sciences (MA/MS) in Business Administration
• Certified Records Manager (CRM) professional certification in contract management within 60 Days preferred or
• Certified Project Management Professional (PMP)-PMI certification related to document or records management within 90 Days preferred

Other Information

May need to work outside of normal work hours (i.e., evenings and weekends)

Travel may be required to other MTA locations or other external sites.

According to the New York State Public Officers Law & the MTA Code of Ethics, all employees who hold a policymaking position must file an Annual Statement of Financial Disclosure (FDS) with the NYS Commission on Ethics and Lobbying in Government (the "Commission").