Document
Process, Archive, and Retrieval PMO Specialist (Role also Open to Candidates
with a Library Sciences/Information Management Background)
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 PMO’s documentation is the heart of compliance with Federal
grant funding – which is demonstrated through backup to financial reimbursement
requests, periodic Federal audits/monitoring visits, and through grant close
out.
The right candidate will be responsible for the
end-to-end process of collecting, maintaining and archiving digital documents
and 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 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 for a large number and complex array of documentation, including but not limited to file folder structures, leveraging tools, e.g., e-Builder, 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.
- Act as document resource providing best practices support, cohesion, and instruction to PMO team with diverse backgrounds and capabilities.
- Perform pre-processing administrative review of documents to ascertain compliance with governing procedures and guidelines.
- Convert documents to specified file formats en masse, 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:
- Experience managing large quantities of digital documents in a HIGHLY desired; experience in a project management/construction and/or grant funded atmosphere desired, but not required.
- Experience developing, training, supporting, and instructing an organization and its staff in document best practices, controls, and management HIGHLY desired.
- FEMA Public Assistance, US Dept. of HUD CDBG/CDBG-DR, and/or Public Funding experience is preferred, but not required
To Apply:
Send resumes to David Cosloy of Hagerty Consulting at david.cosloy@hagertyconsulting.com
