Knowledge & Document Management Specialist

3 weeks ago

Vaughan, Canada Vaughan Public Libraries Full time

Develop, implement, manage, and maintain a Knowledge & Document Management Specialist system for all public, confidential and corporate records. Define corporate standards for record maintenance, the logical organization of documents, ensuring easy access to files, and establish corporate protocols, procedures, and guidelines for storing, retrieving, sharing, and maintaining electronic documents. Enhance operational effectiveness through continuous improvement and participate fully as a member of the VPL team. Actively support Vaughan Public Libraries’ Vision, Mission, and Corporate Values.

**Responsibilities**:
1. Develop and implement an Electronic Records Management system for all public, confidential, and corporate records in response to user needs, that meets legislative requirements.

2. Assists in the implementation of, and transition to, the electronic records management system for VPL. Collaborates with internal stakeholders to organize and edit current electronic records.

3. Leads, manages, and maintains all corporate electronic records in collaboration with staff from all portfolios within VPL

4. Defines corporate standards for record management and establishes corporate protocols, authority controls, data governance procedures, and guidelines for storing, retrieving, sharing, and maintaining electronic documents.

5. Orients and trains staff to ensure familiarity and competency in the use of the digital records management system

6. Supports requests for information retrieval, seeks appropriate approvals in the sharing of information both within VPL and external to the organization, and maintains appropriate records of requests for information.

7. Evaluates and monitors business trends and industry advancements relating to electronic records management and applicability in the VPL environment.

8. Actively participates and contributes to internal and external working groups and committees and acts as VPL’s representative on external electronic records management initiatives

9. Supports Vaughan Public Libraries’ Mission, Vision, and Corporate Values.

10. Responsible for ensuring compliance with Occupational Health and Safety Act and Regulations and the corporate Health and Safety Policy and related procedures.

11. Performs other assigned duties.

Qualifications:

- Records Management or Information Management Degree (preferred) or Degree in a relevant field of study.
- Minimum of two years related experience in digital records or electronic document management.
- Strong technical, analytical thinking and problem-solving skills.
- Effective interpersonal skills and oral and written communications skills.
- Excellent organizational skills and time management.
- Excellent computer skills including in-depth knowledge of electronic records management platforms

**Job Type**: Fixed term contract
Contract length: 18 months

**Salary**: $72,000.00-$78,000.00 per year

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Vaughan, ON L6A 4W2: reliably commute or plan to relocate before starting work (required)

Work Location: Hybrid remote in Vaughan, ON L6A 4W2

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