P-23-019 - Analyst - Archives Management (REPLACEMENT)

2 weeks ago

Magog, Canada Eastern Townships School Board Full time

Details of the position

Job title:

Analyste - Archives Management (REPLACEMENT)

School / Centre / Department :

ETSB Board Office 

Location :

Magog, Quebec

Workload :

 100% / 35 hours per week

Monday to Friday, 8:30 am to 4:30 pm

Salary :

$26.66 to $45.70 per hour

Supervisor :

 Secretary General

Nature of the work 

The job of analyst more specifically involves the analysis, development, coordination and control of systems, methods, processes and programs relating to the archives, among other things, to the organization and administrative operation, communication structures, processing of information by computer or otherwise and the efficient use of school service center resources.

Description of tasks

  • assesses the needs relating mainly to archives of the school board, collects information from users and identifies potential sources of difficulty; they design, develop and recommend solutions to resolve the difficulties identified.
  • coordinates and ensures the implementation of programs and their updating; he or she sees to the respect of deadlines and proposes the necessary corrective measures; he or she organizes and leads training and development sessions for the staff concerned, ensures their evaluation and follow-up.
  • provides users with information on the document filing system, management software used in the documentation centre, reference system, rules and procedures of the centre and use of consultation documents. They apply facilitation techniques in the documentation community as well as techniques for promoting documentary services and reading.
  • take part in updating the classification system; ensures, in accordance with the applicable laws, that the procedures for filing, loan, circulation, scanning, preserving and disposing of documents are drawn up.
  • performs the analyzes necessary to meet the information needs of the community; he or she presents statistics and drafts documents or reports; he or she supervises the updating and operation of databases.
  • participates in the development, applies and ensures compliance with the standards and procedures relating to the documentation management centre; they may be called upon to collaborate through research or advice on the application of collective agreements, laws, regulations and administrative rules.
  • plays an advisory role with the school workers concerned
  • plans, coordinates, distributes and supervises the work done by the support staff in connection with the mandates and responsibilities of their sector of activity.
  • ensure the archiving and conservation of documents, develop management tools with regards to the laws and regulations relating to the management of documents as well as in the implementation and the application of the electronic processing of documents.
  • participates, according to the policies defined and the procedures in effect, in the evaluation, selection, conservation and disposal of documents. They may scan documents. They maintain and revise the procedures for archiving and conservation in order to ensure that they are consistent with legal and regulatory requirements while responding to the needs of the school board.
  • processes, in collaboration with the Secretary General, the Access to Information requests
  • carries out research, classification, cataloging and indexing of documents; they see to their filing or archiving according to a retention schedule. They may be called upon to support the staff involved in document management activities and in the application of the retention schedule.

More specifically, the person will have the following tasks and responsibilities:
• Analyzes current practices, available data, issues and needs;
• Participates in the development, application and ensure compliance with standards and procedures;
• Advise and support the supervisory staff on the distribution of tasks, methods and procedures for carrying out operations;
• Be able to develop existing solutions;
• Coordinate and ensure the implementation of programs and their updating;
• Write documents or reports;
• Supervise the updating and operation of databases;
• The selected person will be called upon to implement electronic document management and document management

Desired profile

A bachelor's degree in an appropriate specialty, notably:

  • Archives
  • Administration
  • Library Science
  • Information Science

OTHER 

  • Experience with document management software;
  • Knowledge of relevant laws (Law on Archives, Law concerning the legal framework for information technology, Law on access to documents held by public bodies and on the protection of personal information, etc.)
  • Bilingual (French, English), oral and written;
  • Mastery of the Office suite;
  • Competency in the use of integrated data management systems;
  • Excellent customer service ability (high quality of service, patience, courtesy, communication);
  • Demonstrate autonomy, organization, rigor, team spirit
  • Be a member of the Association des archivistes du Québec would be an asset.


Note: 

This position involves:

  1. Manipulation of boxes (approx. 10kg) 
  2. Occasional travel within the school board 

The main software used are: Constellio, Jade, Charlemagne and the Office Suites. 


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