Note: Only those serving in the permanent civil service title of Principal Administrative Associate or who have passed and are reachable on the Open Competitive Principal Administrative Associate Exam #1128 will be considered. Please include your list number on your resume.

The Fire Department of the City of New York (FDNY) is the largest Fire Department in the United States and universally is recognized as the world's busiest and most highly skilled emergency response agency. The Department's main goal is to provide fire protection, emergency medical care, and other critical public safety services to residents and visitors in the five boroughs. FDNY members are sworn to serve and protect life and property and the Department works to continually educate the public in fire, life safety and disaster preparedness, along with enforcing public safety codes. Since its inception in 1865, FDNY has helped lead efforts to make New York the safest big city in the nation. This accomplishment requires a steadfast and daily commitment to maintaining the Department's core values.

The Fire Department, City of New York (FDNY), seeks a full-time Public Records Coordinator in the Bureau of Legal Affairs. Reporting directly to the Supervisor of the Public Records Unit and the Executive Manager, the successful candidate will assist the Unit Supervisor in the daily operation of the Unit and with considerable latitude for independent action or decision, the position respond to requests for certified records received from members of the public, attorneys, and mayoral and state agencies, as pursuant to the Freedom of Information Law (FOIL). Standards:

(1) Review requests to ensure they are appropriate and provide necessary information; and alert supervisors of any questions and/or discrepancies. Enter record requests into one of the units databases (OpenRecords or PRU Access databases) in a timely and accurate manner, generate request forms and follow up with agency units, as necessary.
(2) Respond to in person, telephone and email inquiries from requesting parties in a timely and professional manner. Prepare timely and accurate correspondence to requesting parties and agency personnel in accordance with the Public Officers Law.
(3) Research, retrieve and fulfill requests by accessing various databases/systems, including Fire Prevention Information Management, Human Resources Information, Fire and EMS Communications Computer Assisted Dispatch (CAD), the New York Fire Incident Reporting, and Ambulance Call Reports/Electronic Pre-hospital Care Reports.
(4) Seek assistance from various bureaus regarding requests for documents and information. Maintain pending and fulfilled request files (hardcopy and digital) in complete and accurate manner.
(5) Ensure compliance with agency records disclosure pursuant to FDNY policy, Public Officers Law, Health Insurance Portability and Accountability Act (HIPAA) and retention policies.

1. A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
2. An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
3. A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Proficiency in Microsoft Office, including Access or other database program, as well as digital record scanning and indexing software systems, such as Kofax Express or other similar software.

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.