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Records Management Specialist

3 months ago

St John's, Newfoundland and Labrador, Canada Irving Oil Full time

Position Overview
As a Records Management Specialist, you will play a pivotal role in ensuring that the Enterprise Information Management program adheres to legal and regulatory standards through effective collaboration, educational initiatives, and robust data stewardship. Your responsibilities will include supporting the Manager of Information Management in executing the records retention and deposition strategy across various operational sectors and Corporate Groups. You will be instrumental in working alongside Corporate Groups and Operating Areas to formulate the records retention strategy and the necessary disposition processes for effective records and information management throughout their lifecycle.

What We Provide

  • Work Environment: Enjoy a modern office space equipped with a fitness center, onsite healthcare services, and a café.
  • Hybrid Work Model: A flexible arrangement that combines in-office and remote work.
  • Competitive Compensation: Includes an annual bonus structure, pension contributions, and parking benefits.
  • Flexible Benefits Plan: Comprehensive medical and dental coverage effective from the first day of employment.
  • Paid Time Off: Generous vacation policy with the option to purchase additional days.
  • Wellness Support: Annual wellness allowance, personal care days, and access to a 24/7 Employee & Family Assistance Program.
  • Community Engagement: Opportunities to volunteer with community initiatives, including a paid volunteer day and a donation matching program.

Key Responsibilities
  • Oversee the creation, approval, and execution of the records retention strategy for Irving Oil.
  • Develop and monitor the records disposition program in alignment with the Irving Oil Records Retention Plan to fulfill operational and legal obligations.
  • Create insightful and relevant reporting for the lifecycle management of data, information, and records at Irving Oil.
  • Manage the analysis and integration of established processes across the organization concerning data, information, and records management.
  • Make informed decisions and recommendations to mitigate risks associated with the records retention and disposition program.
  • Evaluate extensive information within complex workflows, including regulatory assessments, to identify areas for process enhancement.
  • Collaborate with Information Management colleagues on strategic projects, ensuring necessary support and resources are available.
  • Engage with stakeholders to develop and implement a comprehensive inventory of critical documents related to the disposition program.
  • Identify change management needs to ensure effective business processes and controls are established to support personnel, workflows, and technology.
  • Provide consultative services in Information Management to stakeholders for the development of the records retention and disposition strategy.
  • Work autonomously while receiving guidance in complex scenarios. May lead teams or projects of moderate complexity and offer mentorship to others in your area of expertise.

Required Skills
  • Exceptional communication and collaboration abilities to engage with stakeholders at various levels, even in challenging discussions.
  • Strong analytical skills to interpret large volumes of information within intricate workflows, identifying compliance gaps and improvement opportunities.
  • Project Management experience is beneficial and may be necessary for supporting specific initiatives.
  • Proven ability to cultivate relationships with key stakeholders across the organization.
  • Accountable for recognizing change management needs to ensure effective business processes and controls are in place.
  • Ability to pinpoint affected processes and make decisions to minimize risks to Corporate and Operating Areas impacted by process improvements.
  • Strong analytical capabilities to comprehend complex processes and knowledge of functional areas to identify potential impacts on other organizational areas.

Experience Requirements
  • A minimum of 5 years of experience in a related field.
  • Bachelor's Degree in a discipline related to information management, business analysis, continuous improvement, information systems, or regulatory compliance.
  • A Master's Degree in information or archival studies is considered an asset. Information Governance Certification is also a plus.
  • Demonstrated understanding of both theoretical and practical information management challenges.
  • Experience in analyzing information within complex workflows and identifying opportunities for process implementation.
  • Experience in interpreting legislation and policy requirements related to information management is considered an asset.

Irving Oil is dedicated to fostering a diverse and inclusive workplace. We believe that the unique perspectives of individuals from various backgrounds, identities, cultures, and experiences contribute to our success. Inclusion is a shared responsibility.
Job Requirements - Work Experience
Information Technology
Job Requirements - Education
Bachelors: Information Technology