Clerk (Records Management & Office Services) (2024)

The Kings County District Attorney's Office, located in the Metrotech area of Brooklyn, New York, is
accepting applications for the position of Records Management Clerk for it's Records Management Unit.

The Records Management Unit operates the Office’s various file rooms. The unit processes all new case
files and retrieves any requested archived files. The staff in the unit input data regarding files and their
locations into the Records Management Tracking System. Staff maintains an updated inventory of all
material stored in the various file rooms. On occasion the employees in the unit prepare files for large
scale moves to the archive facility (these transfers can be 20,000 boxes or more). The preparation for
these moves is extremely labor intensive as well as physically demanding.

Under direct supervision, with some latitude for independent initiative and judgment , a Records
Management Clerk maintains files for information, receiving, color-coding, logging, signing out, picking
up, and inputting arraigned cases, archived cases, and dismissal cases. He/ she maintains Records
Management Storage at various off site locations, maintains motor vehicles used for Records
Management, and preparing criminal court calendars for future court parts, handle requests for
information on cases as well as retrieving files.

Duties may include updating the unit’s databases, color-coding cases, signing out files as well as
returning files when requested or returned, locating lost files, ordering files, and notifying the requester
when it comes in.

- Maintain records management storage. Duties may include replacing dilapidated boxes and shelving
cases when returned.
- Help any KCDA employee that comes to the record room for assistance.
- Input case information into various databases.
- Keeping a log of all material stored in the Records Management storage areas.
- Shifting or transporting boxes to designated areas, and picking up files from various locations. Must be
able to life a box of 50 pounds or more.
- Maintain motor vehicles used for Records Management. Such as having a valid driver’s license,
keeping the vehicles neat and clean, and informing the supervisor or manager if a problem occurs with
the vehicle.
- Prepare daily criminal court calendars for future court parts.

Additional Information
- Must have a valid Driver License
-Must be able to life a box of 50 pounds or more.

Preferred Skills
- Excellent time management skills.
- Excellent communication skills.
- Excellent computer skills.
- Must be courteous and professional.
- Must be organized and detail oriented.

Office Services is responsible for maintaining, inventorying, and delivering office supplies to the various units and bureaus in the Office; they handle large-scale printing services for the Office; and set up for events both in the Office and offsite by providing chairs, tables, podiums, and whatever other items are needed; service equipment and handle maintenance throughout the facilities. Office Service staff deliver mail and daily newspapers to staff in the Office. Employee moves within the Office are coordinated and done by Office Staff employees. Office Services staff delivers court files to court picks them up at the end of the day and delivers them to the Office’s file rooms.
Under general supervision, with some latitude for independent initiative and judgment, the prospective candidate will perform the following duties:

- Operate the KCDA’s office cargo van.
- Pick up and deliver documents, messages, items, etc. from various locations using the office cargo van or public transportation.
- Maintain a log of all incoming and outgoing express and certified mail.
- Complete office supply requisitions and deliver supplies to the appropriate bureaus/units.
- Lift heavy objects such as file cabinets, desks, chairs, credenzas, tables, cases of letter and legal size papers, boxes of files, etc. to various locations inside and outside the office.
- Help maintain all office storage areas/vaults to ensure they are clean and safe.
- Perform other related duties as directed by the Director or the Office Services supervisor.