What are the responsibilities and job description for the Program Coordinator I-Records Management position at Capital Region BOCES?
LOCATION: Management Services - 900 Watervliet-Shaker Road
BASIC FUNCTION:
This position has responsibility for overseeing the inventory of transferred and archived records of documents for the Capital Region BOCES and component school districts supported by the BOCES. The individual is responsible for the assignment and organization of records as well as the oversight of the records in the automated database. The work is performed under the general direction of the Program Coordinator II (Records Management). The position differs from that of Program Coordinator II (Records Management) in that the Program Coordinator I (Records Management) and/or Trainee does not have responsibility for the technical oversight and development of the BOCES records management database. Does related work as required.
RESPONSIBILITIES:
- Checks accuracy and completeness of documents presented for the transmission, retention or disposition of agency records.
- Assigns appropriate descriptions to incoming records and files according to agency guidelines.
- Arranges for disposal and destruction of records according to the Retention and Disposition Schedule.
- Maintains database of the records for the Capital Region BOCES and component schools.
- May respond to requests for records.
- Receives and processes new records using the automated database.
- Assigns file numbers and location codes.
- Researches questions for agencies regarding status of records.
- May assist in responding to inquiries for record retrieval.
- Good knowledge of the current techniques and the equipment involved in the reproduction and storage of records.
- Good knowledge of the legal requirements for records retention and methods of disposal.
- Working knowledge of school district activities and procedures.
- Ability to utilize computer systems available for records management.
- Ability to read and apply statutes which relate to records management.
- Ability to keep complex records and prepare reports periodically on such records.
- Physical condition commensurate with the demands of the position.
Job Qualifications
- Graduation from an accredited college or university with a Master’s Degree in Library Science (MLS or MLIS) or a Master’s Degree in Information Science with a concentration in Archives and Records Management/Administration or closely related field; OR,
- Graduation from an accredited college or university with a Bachelor’s Degree in Business, Business Administration, Public Administration, Communications, English, Education, Information Science, Records Management/Administration or closely related field and two (2) years of professional experience in the maintenance, filing and archiving of records; OR,
- Graduation from an accredited college or university with an Associate’s Degree in Business, Business Administration, Public Administration, Communications, English, Education, Information Science, Records Management/Administration or closely related field and four (4) years of professional experience in the maintenance, filing and archiving of records; OR,
- Graduation from high school or possession of a high school equivalency diploma and six (6) years of professional experience in the maintenance, filing and archiving of records.
PROMOTIONAL: Twenty-four (24) months of permanent competitive class status as an Administrative Aide.
NOTE: Following completion of a successful one (1) year probationary period, individuals with permanent competitive status as a Program Coordinator I (Records Management) Trainee mature to a Program Coordinator I (Records Management) without further examination.
The selected applicant will be subject to a fingerprint supported criminal history background check in accordance with SAVE Legislation effective July 1, 2001.
Vacancies are filled by certified list provided by Albany County Civil Service. Should no certified list be available, candidates appointed to this position will be serving in a provisional appointment in accordance with New York State Civil Service Law. The candidate must successfully complete a competitive examination and be eligible for appointment in accordance with Civil Service Law and the Civil Service Rules for Albany County to obtain a permanent appointment.
Position Start Date:06/02/2025
Application Deadline:05/16/2025
Civil Service Title: Program Coordinator I-Records Management
Job Number: 2025-277
