Records Coordinator

2 weeks ago

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

**Job Description**:
**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. 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.

**POSITION FUNCTION**

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.
- 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)

**Work Environment**:

- Office.
- Exposure to dust and mildew from archival materials and records. (often)

**KEY SKILLS AND ABILITIES**
- 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

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