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Document Management Technician

2 months ago

Kingston, Canada Ontario Ministry of Transportation Full time
Consider this challenging opportunity to showcase your exceptional research, analytical and organizational skills as a Document Management Technician with the Design and Engineering Office.

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code. Refer to the "How to apply" section if you require a disability-related accommodation.

What can I expect to do in this role?In this position, you will:
  • Maintain various files (for example: property agreements, sales files, evidence files, township files, survey notes, plans, Ontario Regulations, Gazettes, and manuals).
  • Issue plan tracking and filing numbers in accordance with ministry filing systems.
  • Prepare Orders-in-Council for the designation, transfer, or closing of highways.
  • Prepare and submit plans, documents, and certificates for filing, deposit, and registration with the Ministry of Natural Resources and Forestry and Ministry of Public and Business Service Delivery Land Registry Offices.
  • Prepare related correspondence and briefing notes for Orders-in-Council, notices, regulations, and minister's orders.
  • Provide counter services to ministry staff, private firms, and the public.
  • Maintain and use large format digital equipment for printing, plotting, copying, and scanning contracts, reports, maps, documents, and plans.
  • Maintain filing systems, training records, and manuals related to administrative duties/responsibilities


How do I qualify?Specialized KnowledgeYou have the ability to manage digital and hard copy files including providing file retrieval and copying services
You have knowledge of spatial data, Geographic Information System (GIS), Legal Agreements and how to perform detailed digital searching of internal and external information
You have knowledge and understanding of the historical development of survey plans, engineering records, property title records, highway connecting links, Orders-in-Council, municipal/provincial organization and Geomatics manuals
You have the ability to interpret and apply relevant policies and procedures for road designations, transfers, closings, connecting links (related to the Public Transportation and Highway Improvement Act and Regulations)
You have the ability to obtain and apply knowledge of the registration process for the Ontario Land Registry System and the electronic registration process to register or deposit legal plans.

Analytical and Research Skills
  • You can identify incorrect geo-referenced data using GIS map interfaces.
  • You have research and analytical skills to evaluate information sources and resolve problems.
  • You can search for historical and legal survey evidence from internal and external sources


Communication, Interpersonal and Judgement SkillsYou can:
  • Relate technical information using interpersonal, oral, and written communication skills
  • Maintain accuracy of work with minimal supervision
  • Exercise tact and sound judgement when dealing with sensitive and confidential matters


Organizational ,Time Management and Administrative Skills
  • You have organizational and time management skills to prioritize work, multitask, co-ordinate tasks with co-workers, and make sure deadlines are met
  • You can process invoices and maintain expenditure tracking
  • You can prepare cost analysis and make recommendations for the purchase of equipment and supplies


Computer Proficiency
  • You have knowledge of computers and software (example: Microsoft Office Suite - Explorer, Word, Excel, PowerPoint, Adobe, ArcGIS, AutoCAD and other editing/plotting programs) to preview, edit, retrieve data and prepare documents for presentation and printing.
  • You have knowledge of the operation and maintenance of large format photocopiers, printers, plotters, scanners, laminators and microfilm reader/printers.