Officer, Records Analysis and Projects

2 weeks ago

Ottawa, Canada Canada Post - Postes Canada Full time

Job Requisition Id: 163210
Business Function: Privacy and Compliance
Primary City: Ottawa

Other Location(s): Opportunity for [partial] remote work available
Province: Ontario
Employment Type: Full-Time
Employment Status: 2 year term with the possibility of extension or permanency
Language Requirement: Bilingual Imperative (CCCC)
Employee Class and Level: CPMGA01
Number of Vacancies 1
Job Closing Date: (MM/DD/YYYY) 01/13/2023

Accountable for managing the development and implementation of analytical studies conducted by project teams. As corporate records expert, reports and makes recommendations on the state of records systems, procedures, holdings and equipment, work methods, and the degree of work simplification evident in day-to-day records administration. Analyzes and assesses study results including information and data from clients and develops and implements methods with clients to improve records operations. Develops, implements and controls changes to records retention and disposal schedules and prepares records management manuals for use throughout the Corporation. Recommends the needs for external resources (consultants), identifies and defines terms of reference and scope of work and monitors contract performance throughout the contract term.

**Responsibilities**:
Below are the main job requirements and responsibilities for the Officer, Records Analysis and Projects.
- Manages the development and implementation of analytical studies conducted by project teams, to identify and resolve issues and problems concerning records classification, retention and disposal schedules contingency planning during labour disruptions, training and manual preparation.
- As corporate records expert, reports and makes recommendations on the state of records systems, procedures, holdings and equipment, work methods and the degree of work simplification evident in day-to-day records administration.
- Analyzes and assesses study results including information and data and develops and implements methods to improve records operations.
- Develops, implements and controls changes to records retention and disposal schedules and prepares records management manuals for use throughout the Corporation.
- Recommends the need for external resources (consultants), identifies and define terms of reference and scope of work and monitors contract performance through to completion.
- Provides guidance and advice as corporate expert on records management for the Corporation on records operations to ensure utilization of state-of-the-art methods, techniques, systems and equipment.
- Coordinates resources for the implementation of corporate records systems, ensures adherence to retention and disposal schedules and recommends systems improvements.
- Monitor a decentralized file and records service. Provide corporate policy, regulatory acts and legislation to users.
- Develops and implements new file system initiatives for functional groups such as LR, Payroll, H&S, employee administration, project management.
- Utilizes tact and discretion when dealing with sensitive files and records such as Labour Relations documents and other classified material.
- Develops and implements work standards and statistical records in order to determine resource requirements and to assess the effectiveness and efficiency of records operations.

**Job Responsibilities (continued)**:

- Ensures necessary technological input and support are received from Head Office and I.S. concerning records automation systems development and implementation.
- Provides advice and guidance to systems and equipment users regarding security policies as they affect records systems and equipment to ensure access to classified information is appropriately authorized by senior management.
- Recommends records retention periods which are acceptable to principle users and prepares necessary approval submissions.
- Develops and implements records retention and disposal approvals and arranges for appropriate records to be transferred to Library and Archives Canada.
- Establishes and maintains contacts with users to provide input to the development of training programs, methods, aids and manuals and other materials for use in the training of corporate records personnel.
- Establishes and maintains contacts with other corporate groups to assist in developing and implementing uniform and consistent records management systems.
- Provides technical advice and guidance to users, and direct supervision in circumstances where the incumbent has subordinate staff.
- Ensures that privacy and Official Languages standards are built into the records systems in conjunction with Legislation.
- Ensures, through succession planning and training, a continuing development of competent staff and with potential for other assignments in CPC.
- Works closely with Legal Affairs and Privacy to comply with legislation, regulatory acts and privacy acts.

**Qualifications**:
**Education**
- Completed post-second

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