INTERNSHIP POSITIONS: JANUARY – JUNE 2016
Records Management - 25 to 34 Hours Weekly; Pay $ 14 - $20/Hour, Commensurate with Experience
Agency Description:
The New York City Department of Small Business Services (SBS) is a vibrant, client-centered agency whose mission is to serve New York’s small businesses, jobseekers and commercial districts. SBS makes it easier for companies in New York City to start, operate, and expand by providing direct assistance to business owners, supporting commercial districts, promoting financial and economic opportunity among minority- and women-owned businesses, preparing New Yorkers for jobs, and linking employers with a skilled and qualified workforce. SBS continues to reach for higher professional standards through innovative systems, new approaches to government, and a strong focus on its employees.
Job Description: SBS’s Waterfront Permits Unit regulates construction permits for properties along New York City’s 520-mile waterfront. The Unit is offering several internships for graduate students in the library sciences or related fields, to inventory and index archival and active permitting records. These records include permitting application case folders and related drawings. The team will assist the Unit with its records management, retrieval and storage system.
The records inventory and indexing work will be conducted at two locations. For the first few weeks, the inventory work will be conducted at SBS’s main office in Lower Manhattan, at 110 William Street, working with active permitting records. Thereafter, the inventorying work continues at the Brooklyn Army Terminal (BAT) at 140, 58th Street, Brooklyn, to sort, organize, inventory and index archived case folders and drawings. All records, some of which may be fragile, dusty and/or in a poor condition, must be handled with care. Dust masks, gloves and other safety supplies will be provided at both locations.
Periodically the team will be asked to report at 110 William Street to synchronize the scanned data and inventories with the main database and for other coordination. The assignment is scheduled to begin in January 2016 and be completed by June 2016. Work hours are Monday to Friday from 9:00AM to 5:00 PM, with an unpaid lunch hour from 1:00 PM to 2:00 PM.
Working under general supervision, the work includes: 1. Review records; 2. Verify if record drawings exist in the case folders, on shelves or in boxes; 3. Check if key records are present in the case folder; 4. Describe materials according to defined SBS requirements; 5. Input metadata into the provided computer tracking; 6. Generate and apply barcode labels on the case folder and drawing sets; 7. Scan the barcode labels to assign a location; and 8. Perform quality control of inventory data entry.
Abilities, Qualifications, and Availability:
Currently enrolled in a library science or related program;
Able to travel to both work locations: 110 William Street, Manhattan; and BAT in Brooklyn;
Available Monday to Friday from 9:00 AM to 5:00 PM, for 25 to 34 hours weekly from January through June 2016;
Knowledgeable of metadata systems;
Experienced with records management or archival repository software;
Basic understanding of Records Management concepts and principles;
Proficiency in Microsoft Office Excel and Word;
Self-motivated, with keen attention to detail, and a high level of accuracy in key entry of data;
Strong communication skills, both written and oral;
Ability to lift records boxes up to 40 Lbs.;
Ability to retrieve and process records stored in cabinets, shelves and boxes;
Ability to work standing for extended durations;
Work well independently as well as with teams; and
Manage tasks and time lines.
How to Apply:
To apply, please email your resume and cover letter with two references to mvarandani@sbs.nyc.gov to the attention of: Meenakshi Varandani, Director Waterfront Permits, SBS. Candidates are asked to apply by December 24, 2015. There are 4 positions and this posting will remain open past the application due date of December 24, 2015 until all positions are filled.
Schedule: This is a paid position starting from January 2016 through June 2016, at an hourly rate of $14 to $20, (commensurate with relevant experience) with no additional benefits. Work hours would be Monday to Friday from 9:00 AM to 5:00 PM with an unpaid lunch hour.
NOTE: Only those candidates under consideration will be contacted.
The Department of Small Business Services and the City of New York is an equal opportunity employer. Auxiliary aids and services are available upon request to individuals with disabilities.
