Assistant Manager, Drawings and Records

3 weeks ago

Metro Vancouver Regional District, Canada Coast Mountain Bus Company Ltd Full time

**Marketing Statement**:
As the largest operating company in the integrated TransLink enterprise, Coast Mountain Bus Company (CMBC) operates a fleet of clean-fuel conventional and community shuttle buses, zero-emission trolley buses, and passenger ferry SeaBuses in Metro Vancouver, the largest single transit service area in Canada.

At CMBC, one of BC’s Top Employers, we're committed to providing an innovative, healthy, and engaging workforce. This is reflected in our workforce of over 5,500 employees performing over 400 unique jobs, who are committed and empowered to deliver service that attracts nearly 1.1 million passengers daily and connects people, businesses, and communities in the Metro Vancouver region.

We have the important job of helping our passengers get to work, appointments, visiting with family and friends, and back again every day. Metro Vancouver relies on us, and we take that as a point of pride.

**Responsibilities**:
PRIMARY PURPOSE

KEY ACCOUNTABILITIES

Supports in the development of policies, procedures, processes, and standards for creating and managing CMBC Asset Management documents and records throughout their life cycle in alignment with TransLink document control requirements.

Supports in the development of procedures relating to document and records security, protection, off-site storage, back-up, and reporting of information breaches or unauthorized access.

Oversees the administration of CMBC Asset Management documentation within the appropriate physical and/or electronic repositories or databases.

Manages document and records submittal, transmittal, retention, and destruction processes for CMBC Asset Management. Approves the destruction of records according to the TransLink Records Classification System and Retention Schedule and in conjunction with TransLink Records Management.

Provides advice on regulatory issues related to records management, including impact of provincial legislation such as the Freedom of Information and Protection of Privacy Act, and other applicable legislation.

Manages reporting staff, including selection, development, coaching, managing performance, and all other people management practices. Plans, prioritizes, schedules, monitors, and inspects the work performed by reporting staff to ensure systems standards are maintained, and service requirements are met.

Participates in the development of Asset Management departmental budgets, monitors expenses, identifies and corrects variances, and verifies and approves expenditures for payment within spending authority.

Works with internal business areas, such as Asset Management and Infrastructure Maintenance, to assess and define documentation needs based on their business requirements and document control policies, to develop and maintain appropriate documentation, and schedule and conduct regular document review sessions to determine the adequacy of existing documents. Ensures alignment with the divisional strategy and departmental objectives.

Liaises with TransLink in representing CMBC regarding information and best practices for document and records management.

Manages and participates in special projects, such as the Enterprise Resource Planning (ERP) project, as assigned by the Senior Manager. Participates on selected committees, provides input related to document and records needs, and implements results within the CMBC Asset Management department to ensure alignment with the enterprise objectives. Determines project requirements, potential issues, and appropriate solutions, and prepares cost and resource (staff) estimates, as required.

Manages relationships with Unions. Attends Union/Management meetings, as required.

**Qualifications**:
EDUCATION AND EXPERIENCE:
The competencies for this position would be acquired through completion of a university degree or a degree/diploma in business administration or a related discipline, plus six (6) years of relevant experience in progressively responsible positions in previous document control and record management experience, preferably in an engineering or technical environment.

Courses in supervisory skills and labour relations, supervisory experience with a multi-disciplined team in a unionized environment, and the ability to administer policies, procedures and union agreements would be an asset.

OTHER REQUIREMENTS:
Advanced analytical and problem-solving skills to develop strategies, systems, and solutions for complex issues.

Solid understanding of federal and provincial laws concerning archives, copyright, access to information and protection of personal information.

Solid understanding of information management principles and familiarity with information systems and archives.

Solid understanding of technical drawing and records database systems, such as AutoCAD, Geographical Information Systems (GIS) and/or Enterprise Asset Management (EAM) systems.

Solid teamwork and interpersonal skills including negotiations and conflict resolutio

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