Position: Records Management Coordinator Electronic Records
Competition ID: #3598-NU-03
Department: Clerk's Office, Corporate Records
Closing Date: November 10, 2003
THE REGIONAL MUNICIPALITY OF NIAGARA
NON-UNION JOB DESCRIPTION
JOB TITLE Records Management Coordinator -
Electronic Records
DEPARTMENT Clerk's Office JOB LEVEL R04
DIVISION Corporate Records
REPORTS TO Corporate Records Manager
SUPERVISES: Customer Service Representatives and Seasonal Staff
JOB SUMMARY
Responsible for regular maintenance and operational activities related to a
fully integrated records management/archives program. While particular emphasis
will be placed on the management of electronic records, the successful candidate
will be involved in all aspects of scheduling, appraisal, acquisition,
arrangement, description and public service as well as the administration of
the Municipal Freedom of Information and Protection of Privacy Act.
QUALIFICATIONS
(Educational)
" A university degree combined with strong records/information management
experience
(Experience)
" Experience with and understanding of the Municipal Freedom of
Information and Protection of Privacy Act R.S.O. 1990, Chap. M.56 is an asset;
" Experience with technology applications in a records management setting;
" Experience in administrative policy/procedure development and
coordination;
" Experience dealing with confidential, highly sensitive information
Other Competencies and Skills
" Strong knowledge of government structure;
" Detail oriented, including the ability to manage multiple tasks;
" Working knowledge of automated record management software systems;
" Ability to supervise others;
" Excellent organizational and communication (oral and written) skills;
" Strong customer service and project management skills;
" Strong time management skills;
" Working knowledge of Microsoft Office software
RESPONSIBILITIES
1. Provide technical and records management support to users, specifically
within the context of the Electronic Document Management System (EDMS);
2. Prepare training materials and conduct training sessions for deployment of
the EDMS
3. Assist and support the Corporate Records Manager to implement the integrated
records management program by directing aspects related to the records centre
operations (retrievals, transfers, returns, destruction) in the context of
automating these activities;
4. Contribute to the development and implementation of standards, policies and
procedures for areas of responsibility. Coordinate under the direction of the
Corporate Records Manager, the implementation of a comprehensive records
management policy and procedures manual;
5. In conjunction with user departments and at the direction of the Corporate
Records Manager, ensure efficient storage and physical protection of active and
inactive records (specifically electronic records) by evaluating and
recommending the set-up of a secure electronic repository for each area of
responsibility;
6. Assist with the training programs in all areas of assigned responsibility to
ensure the standardization of systems and their effective use;
7. Analysis of clients' business functional requirements
8. Promote awareness of records management by communicating regularly with
employees. Update and keep abreast of professional developments and training
opportunities;
9. Increase public awareness and provide information regarding new and existing
services;
10. Act as the direct liaison for the Corporate Records Manager.
11. Provide instruction and direction to the Customer Service Representatives
12. Provide all departments with up to date information on the management of
their records through review and maintenance of the Corporate Records
Management System and EDMS;
13. Assist in the control of all inactive records retrieval requests;
14. Participate in task groups in support of corporate and departmental
objectives
The Region welcomes resumes for all the positions that it advertises publicly. For general applications that are not targeted towards a specific competition, they can be forwarded in one of the following ways.
1. Send in a resume electronically. The resume should be saved in MS Word 6.0/97 or WordPerfect 5.1 format. All resumes should be sent to [log in to unmask]. Please try to make the subject line as descriptive as possible for your desired position. Quote the Job ID number in the subject line.
2. Come to the Human Resources Department and fill out an Application for Employment. They are available at our front desk.
3. Print off the External Application for Employment (at www.regional.niagara.on.ca) in Acrobat PDF format and then mail the application to:
Regional Municipality
of Niagara
Human Resources Department
Attention: Commissioner of Human Resources
2201 St. David's Road, P.O. Box 1042
Thorold, Ontario
L2V 4T7
The Regional Municipality of Niagara
Anne Hepplewhite, MA, MAS
Corporate Records Manager
Phone: (905) 685-1571 ext. 3741
email: [log in to unmask]