Library/Information
Services Specialist
Job Overview:
The New York City Housing Authority (NYCHA) –
the United States’ largest housing authority – is currently undertaking the
largest single grant-funded FEMA Public Assistance recovery program - the consequence
of Hurricane Sandy in 2012. The Program Management Office (PMO) for Disaster
Recovery seeks a Document Manager. Documentation management is a key component
to efficiently and effectively fulfilling the PMO’s functional, strategic and
compliance objectives while facilitating information sharing across the
organization.
The right candidate will be responsible for the
end-to-end process of collecting, maintaining and archiving records. This
position will be expected to understand the tools and technical landscape
necessary to implement an effective document governance program as well as
identify business drivers and requirements across functional groups (i.e.,
procurement, design, grants management, community outreach, etc.) in order to understand
end user needs. The Document Controls Specialist will have interactions with
all teams within the PMO and exposure to complex and critical federal and state
disaster recovery efforts at NYCHA
Key
Responsibilities/Accountabilities:
- Serve as custodian of records for the PMO; designating points of contact across PMO functional groups to assist with developing, coordinating and implementing the overall document governance strategy
- Serve as
lead in developing and implementing document management framework, including
but not limited to file folder structures, taxonomy, naming conventions,
archiving and retention schedule, etc.
- Perform
quality control activities; reviewing documents for completeness,
legibility, organization, compliance with PMO and regulatory standards,
etc.; identify gaps in standards/procedures resulting in missing or
incomplete files and implementing corrective actions.
- Provide
support through adherence to regulatory guidance applicable to records
management, document control, or other business processes.
- Perform
pre-processing administrative review of documents to ascertain compliance
with governing procedures and guidelines.
- Convert documents to specified file formats, and electronically merge or modify documents as required.
- Ensure security and preservation of controlled data, documents and records.
- Provide notification to potentially impacted organizations when specific documents are updated or when required document reviews are due.
- Prioritizes and organizes own work to meet agreed upon deadlines.
- Perform other duties commensurate with functional level and responsibilities.
- Provide
assistance to users in support of retrieval of information.
- Undertake
ad hoc requests and projects related to documentation.
Basic
Qualifications:
- Bachelor’s Degree is required
- 2-5 years of experience is required
- Document Management experience
- Proficient in Microsoft Office Suite, specifically Excel. Experience in SharePoint, Intuit QuickBase, and/or e-Builder is highly desirable.
- Leadership/Management experience, must be self-motivated and driven.
- Experience solving routine problems by following defined procedures; seeks guidance on issues outside assigned area.
- Completes work assignments independently or with moderate supervision or guidance from others.
- Ability to work efficiently in a fast-paced environment where priorities change frequently to meet the business needs.
- Contributes as a team player who is deadline driven and works well with others.
- Ability
to operate office machines and utilize standard office software.
Desired/Preferred
Qualifications:
- FEMA Public Assistance, US Dept. of HUD CDBG/CDBG-DR, and/or Public Funding experience is preferred
- Experience with project management, documentation and related controls for procurement, finance, grants,, and construction is highly desirable.
david.cosloy@hagertyconsulting.com
