Records Coordinator, City of Victoria, Victoria, BC

2 months ago

Victoria, Canada The Association of Canadian Archivists Full time
  • Records Coordinator, City of Victoria, Victoria, BC - Deadline - February 15, 2024
Records Coordinator, City of Victoria, Victoria, BC - Deadline - February 15, 2024

Records Coordinator, City of Victoria, Victoria, BC

Location: Victoria, BC
Compensation: $48.05 per hour

Victoria is a vibrant, diverse, and sustainably focused capital city, where human well-being and the environment are priorities and where the community feels valued, heard, and understood. As part of its commitment to modernization, efficiency, and information governance, the City is seeking a Records Coordinator to play a key role in the ongoing development, implementation, and maintenance of its corporate records management program, including the development and implementation of a modern Electronic Document and Records Management System (EDRMS) using Microsoft SharePoint Online and Purview.

Reporting to the Supervisor of Archives and Records, this position coordinates day-to-day records management activities, participates in corporate records projects and training, and works closely with departments to ensure compliance with recordkeeping policies and procedures.

Our ideal candidate has a passion for delivering public sector excellence, is customer service focused and truly understands and promotes the significance of records management in the municipal environment. If you are passionate about records management and want to contribute to the City's ongoing efforts to improve its information governance practices, we invite you to join our dynamic team. Your expertise will be pivotal in shaping the future of the City's records management landscape.

Description and Duties:

Reporting to the Supervisor, Archives and Records, the Records Coordinator plays a key role in contributing to the ongoing development, implementation, and maintenance of the City's corporate records management program and related policies and procedures. This position coordinates the day-to-day records management activities, participates in corporate records projects and training, and works closely with departments to ensure compliance with recordkeeping policies and procedures.

Key Duties:

  • Develop, implement, and monitor records management policies and procedures for the classification, storage, retrieval, retention, and disposition of records in compliance with legal requirements and City policies.
  • Establish and maintain systems to ensure that records in both physical and digital formats are managed throughout their lifecycle, according to professional standards and best practices.
  • Survey and inventory City records. In collaboration with departmental stakeholders, analyze departmental functions, activities, workflows, and records requirements, recommending appropriate classification and supporting development of retention schedules.
  • Provide subject matter expertise and guidance in the development and maintenance of the City's Electronic Document and Records Management Systems (EDRMS). Coordinate the configuration of the corporate file plan, metadata, and retention policies and labels.
  • Manage offsite records services for City departments, facilitating file transfer, storage, and retrieval of City records.
  • Coordinate the secure destruction of records in accordance with established retention schedules and legal requirements.
  • Act as a corporate liaison, providing information, advice, assistance, and guidance to City staff on records management policies, procedures, and compliance.
  • Provide training and support to employees on records management best practices, policies, and systems.
  • Support the transfer of City records to the Archives for long-term preservation and access.
  • Track, analyze and disseminate statistical information and prepare reports as required.
  • Enter data into record-keeping systems, ensuring accuracy and completeness and making necessary revisions and modifications as required.
  • Collaborate with cross-functional teams to develop and improve information governance practices, including data protection and accessibility.
  • Perform related duties where qualified.

Independence:

Work is generated by records management objectives, departmental workplans, operational demands or is assigned by Supervisor.
Work is reviewed through discussions with Supervisor.
Issues such as the destruction of records are referred to Supervisor.

Working Conditions:
Physical Effort:

  • Sit with arms unsupported while keyboarding. (occasional)
  • Lift and carry heavy materials. (occasional)

Mental Effort:

  • Long periods of intense concentration while reviewing records and configuring retention policies and labels. (often)
  • Meet Multiple timelines. (often)

Visual/Auditory Effort:

  • Focus on a variety of source data and computer screens for short periods. (often)
  • Office.
  • Exposure to dust and mildew from archival materials and records. (often)

Key Skills and Abilities:

  • Ability to implement and apply records and information principles and procedures, especially in a digital recordkeeping environment.
  • Experience with technologies and systems used for records and information management (familiarity with Microsoft SharePoint an asset).
  • Knowledge of records and information legislation, standards, and best practices (familiarity with the Local Government Management Association's (LGMA) Records Management Manual an asset).
  • Knowledge of the structure and functions of local government.
  • Ability to establish and maintain effective working relationships with all staff, public and outside agencies.
  • Proficient in both written and oral communication.
  • Ability to organize and prioritize work efficiently in a high-pressure environment, while maintaining a high level of attention to detail.
  • Ability to prepare and present reports and training sessions.
  • Qualifications Formal Education, Training and Occupational Certification:
  • Certification in Records Management, or an undergraduate degree in Information Management, Library or Archival Studies, or related discipline. (4 years)

Experience:

  • 3 years of related experience or an equivalent combination of education and experience.

How to Apply

To apply for this opportunity you will need to create an online profile or log back in to our career portal . Only online submission will be considered. All applications must be submitted online by 4:30 pm on the closing date noted on the posting. Please be prepared to provide proof of qualifications and supporting materials as outlined in your resume.

At the City of Victoria, we are committed to integrating equity, diversity, inclusion, and accessibility into our programs, policies, spaces, and services. Our goal is to cultivate a diverse and inclusive workforce that reflects the community we serve and aim to become. Individuals who are Indigenous, racialized, immigrants, persons with disabilities, 2SLGBTQIA+, or facing any additional barriers are encouraged to apply. Accommodations will be available upon request throughout the application and selection process.

If you require assistance, please email us .
Application Webpage
Application Deadline: February 15, 2024 (PST)

The ACA office is located on the unceded, unsurrendered Territory of the Anishinaabe Algonquin Nation whose presence here reaches back to time immemorial.

#J-18808-Ljbffr

  • Co-op Student

    7 days ago

    Victoria, Canada City of Victoria Full time

    **Competition #24/26** **Internal/External Posting** **Closing date: Closing date: February 29, 2024** **Co-op Student - Get Growing Victoria***:(Temporary - up to 5 months)** **Parks, Recreation and Facilities Department** Get Growing, Victoria! is an award-winning seedlings and soil-building materials distribution program, whereby the City of Victoria...

  • Records Coordinator

    1 month ago

    Victoria, Canada City of Victoria Full time

    **Competition #24/12** **Internal/External Posting** **Closing date: February 15, 2024** **Records Coordinator**: **(Continuous)** **Information Technology Department** Victoria is a vibrant, diverse, and sustainably focused capital city, where human well-being and the environment are priorities and where the community feels valued, heard, and understood....

  • Communications Coordinator

    1 month ago

    Victoria, Canada Victoria Pride Society Full time

    **Timeframe**: Mid-May to mid-July **Reports to**: Communications Manager **Responsibilities**:The Communications Coordinator will work with Pride staff and volunteers to assist in the delivery of successful communications about Victoria Pride Festival events, including: - provide coordination support as required with the communications committee. - work...

  • Planning Assistant

    1 month ago

    Victoria, Canada The Corporation of The City of Victoria Full time

    **Job Description**: **Competition #23/189** **Internal Posting (Open to City of Victoria employees only)** **Closing date: August 22, 2023** **Planning Assistant (Continuous)** **Sustainable Planning and Community Development Department** **POSITION FUNCTION** Perform a variety of planning support duties related to the development of urban policy and...

  • Victoria Gymnastics Coach

    1 month ago

    Victoria, Canada VICTORIA GYMNASTICS Full time

    Victoria Gymnastics is seeking experienced Gymnastics Coaches (or previous gymnasts at a higher level - onsite training is available) at either of our facilities located in Colwood (520 Mt View Aveue) and Downtown Victoria (2051 Store St.) The Gymnastics Coach should be passionate about teaching gymnastics to people of all ages, focusing on people’s...

  • Office Coordinator

    1 week ago

    Victoria, Canada Gwaii Engineering Full time

    **OUR TEAM IS GROWING!** **FOR IMMEDIATE HIRE IN VICTORIA BC.** Gwaii Engineering is an Indigenous-owned Civil and Environmental Engineering Firm based in Victoria, BC. Our tight-knit and fast-growing team provides civil and environmental engineering services to a broad client base on Vancouver Island and across British Columbia. We pride ourselves on our...

  • Victoria Division of Family Practice Administrative

    1 month ago

    Victoria, Canada Victoria Division of Family Practice Full time

    **Role Title**: Victoria Division of Family Practice, Administrative Assistant **Reporting To**:Operations Coordinator **The Organization** **Role Summary** **Duties & Responsibilities** - Provide administrative and project support to project managers, committees, and other staff and working groups. - Review and/or create documents and presentations...

  • Co-op Student

    7 days ago

    Victoria, Canada The Corporation of The City of Victoria Full time

    **Job Description**: **Competition #24/26** **Internal/External Posting** **Closing date: Closing date: February 29, 2024** **Co-op Student - Get Growing Victoria (Temporary - up to 5 months)** **Parks, Recreation and Facilities Department** Get Growing, Victoria! is an award-winning seedlings and soil-building materials distribution program, whereby...

  • Camp Coordinator

    2 days ago

    Victoria, Canada City of Victoria Full time

    **Competition #23/43** **Internal/External Posting** **Closing date: February 28, 2023 ***Camp Coordinator (2 Temporary - up to 5 months)**: **Parks, Recreation and Facilities Department** **KEY DUTIES** Make the necessary preparations prior to the program commencement - program planning, scheduling, promotion, registration, orientation, administration,...

  • Marketing Coordinator

    2 days ago

    Victoria, Canada City of Victoria Full time

    **Competition #23/36A** **Internal/External Posting** **Closing date: February 28, 2023** **Marketing Coordinator (Continuous)**: **Communications and Engagement Department** **POSITION FUNCTION** Perform functions related to the marketing of recreation services and other City initiatives. **KEY DUTIES** - Prepare all marketing and advertising materials...

  • Clerk Typist

    1 month ago

    Victoria, Canada City of Victoria Full time

    **Competition #22/283** **Internal/External Posting** **Closing date: January 5, 2023 ***Clerk Typist - Fire Prevention (Continuous)** **Victoria Fire Department***: **POSITION FUNCTION** Perform reception and clerical support services to the Prevention, Suppression and Training Divisions of the Fire Department. **KEY DUTIES** Verify, code and enter...

  • Caregiver - Victoria - Day Shifts

    1 month ago

    Victoria, Canada Comfort Keepers Victoria Full time

    **_Are you a people person with a strong desire to make others happy? Comfort Keepers wants you to join our team of compassionate in-home caregivers._** Comfort Keepers is looking for a Health Care Aide to join our growing team. We are a leading in-home care provider for seniors and other adults that require a helping hand or companionship in their...

  • Records Officer, Undergraduate Records

    1 month ago

    Victoria, Canada University of Victoria Full time

    Organizational Unit- University of Victoria -> Student Affairs -> Office of the Registrar- Posting Close Date- 7 June 2023- Please note that positions will close at 4 p.m. on the closing date.- FTE- 0.5- Salary Grade- $62,800.00 - $81,662.00- Additional Posting Information- N/A- Salary posted will be pro-rated based on FTE- Classification- SG 9- Employee...

  • Medical Office Assistant

    1 month ago

    Victoria, Canada Victoria Division of Family Practice Full time

    **1-year part-time contract with possibility of extension** **The Organization** The Victoria PCN is developing a well-supported network of family physicians, nurse practitioners, nurses, and interdisciplinary clinicians who work together to deliver comprehensive, patient-centred primary health care services in Urban Victoria. It is a partnership between...

  • Talent Acquisition Coordinator

    1 month ago

    Victoria, Canada City of Victoria Full time

    **Talent Acquisition Coordinator (Regular Full Time)**: **People and Culture Department** **Competition #23/16A** **Internal/External Posting** **Closing date: April 14, 2023** **Position Summary**: Reporting to the Manager of Human Resources, the Talent Acquisition Coordinator is responsible for the coordination and administration of recruitment at the...

  • Choir Manager(S)

    1 month ago

    Victoria, Canada Victoria Children's Choir Full time

    **ABOUT THE VICTORIA CHILDREN’S CHOIR** The Victoria Children’s Choir (VCC) has a 22-year history of success as a cultural organization that aspires to artistic excellence through choral music and music education. We are proud of our diverse and ever-changing repertoire and the exposure we provide our choristers to a wide range of styles. The VCC is...

  • Vice-principal (St. Joseph''s - Victoria, Bc)

    1 month ago

    Victoria, Canada Catholic Independent Schools Of The Diocese Of Victoria Full time

    ISLAND CATHOLIC SCHOOLS VICE-PRINCIPAL St. Joseph’s School Victoria, BC WHO WE ARE The Catholic Independent Schools of the Diocese of Victoria (CISDV) operates 5 schools on Vancouver Island - 4 elementary and 1 high school. Our schools are located throughout Vancouver Island, near the best sites and attractions that Vancouver Island and British...

  • Active Transportation Project Management Specialist

    1 month ago

    Victoria, Canada City of Victoria Full time

    **Competition #23/12** **Internal/External Posting** **Closing date: February 9, 2023 ***Active Transportation Project Management Specialist (Continuous)** **Engineering & Public Works Department***: Victoria is a vibrant, diverse and sustainably focused city, renowned as a global tourist destination and a local community with an enviable quality of life....

  • Environmental Technician

    2 weeks ago

    Victoria, Canada City of Victoria Full time

    **Competition #22/277** **Internal/External Posting** **Closing date: January 5, 2023 ***Environmental Technician (Continuous)** **Parks, Recreation and Facilities Department***: **POSITION FUNCTION** Develop and implement plans for the preservation, conservation and restoration of natural park areas. **KEY DUTIES** Develop, maintain and implement the...

  • Transportation Coordinator

    2 days ago

    Victoria, Canada City of Victoria Full time

    **Competition #24/96** **Internal/External Posting** **Closing date: April 23, 2024** **Transportation Coordinator**: **(Continuous)** **Engineering and Public Works Department** **Transportation Coordinator (Curbside Management)** Victoria has a leading vision of clean, seamless transportation mobility options for everyone. The Transportation Division of...