Records Management Officer

DEPARTMENT Various (Corporate Services and Planning Departments)

HOURS OF WORK Monday – Friday

CLASSIFICATION PM-07

SALARY $68, 978.57

Reporting to the Director of the Department , the Records Management Officer will provide hands on support to departments to fully implement the new digital Records Management program. These are temporary positions (up to 18 months).

The Records Management Officer will:

• Work collaboratively with City divisions to understand record keeping issues from specific and general contexts, how to file and manage documents.
• Electronically manage the existing records and file in accordance with the provincially accepted standards of TOMRMS system.
• Examine and sort electronic and hard copy records for scanning.
• Track records as they go through the digitization process.
• Receive digitized records from the third-party digitization vendor and review the quality and completeness of the records for additional quality assurance.
• Securely storing digitized records into Filehold while indexing appropriate and specific information/metadata within Content Manager (training will be provided on Filehold).
• Develop, organize, and conduct workshops, presentations, and training sessions for City staff.
• Complete the Records Management system installation, set up, and establishment of templates for future use.
• Ensure staff have internal policies/procedures in place to move forward with electronic file management in all City divisions.
• Securely dispose of source records while meeting legislation requirements, digitization standards, and the applicable records schedule.
• Other duties as assigned.

Qualifications:

• Post secondary education in Information Sciences, Records and Information Management studies, or Archival studies program is preferred. An equivalent of related education and experience will be considered.
• One to three years of applicable experience with digital records, digitization, and record keeping is an asset.
• Experience with file management in a planning and/or development environment would be an asset for the position supporting the Planning Division.
• Knowledge of information privacy, accessibility, and legislation including MFIPPA, as they relate to municipally produced records, would be considered advantageous.
• Familiarity with TOMRMS File Classification System (The Ontario Municipal Records Management System) would be considered advantageous. Understanding of metadata, template management, and conformity of records.
• Strong communication skills, both verbal and written.
• Detail-oriented with excellent organization skills.
• Exceptional critical thinker.
• Motivated independent thinker that can work effectively on a team.
• Analytical thinker.
• Experience with Microsoft Office programs, and familiarity with Adobe Acrobat.
• Class “G” Driver’s License in good standing is required.

Successful applicants will be subject to criminal and professional reference check. Qualified applicants are invited to submit a current resume no later than 4:30 p.m. March 15th, 2024.