Records Management Program Coordinator

Employment Status: Regular Full-Time
- Pension - Dental Insurance - Disability Insurance - Health Insurance - Life Insurance
- Weekdays

**Records Management Program Coordinator**

**Competition Number**: 15584

**Primary Work Location**: Waterloo City Hall

**Posting Status**:Internal / External Job Posting

**Salary Range**:$88,100-$110,122 ( Band:F)

**Number of Positions**: 1

**Employment Group**: Staff Association

**Job Status**:Regular, Full Time

**Posting Release Date**: January 27, 2025

**Hours of Work**: 35 hours / week

**Posting Closing Date**:February 10, 2025

**Why work with us**:
The City of Waterloo is a rewarding place to work. Each day, you will support and/or participate in the delivery of services that impact residents of this city, making it a great place to live, work and play for everyone.

Home to two world-class universities, a top-ranked college, a tech ecosystem, entrepreneurs and small businesses, there is a readiness to do things differently in Waterloo. Our vision is to be a leader in sustainability and to build a future-ready community for all. We are committed to workplace wellbeing and providing an inclusive, safe and enjoyable work environment.

For more information about the City of Waterloo’s **Strategic Plan, Vision, Values & Guiding Principles,**please click here**:City of Waterloo 2023-2026 Strategic Plan**.

**What we offer**:

- Supportive and caring organization that promotes respect, inclusivity, health, safety and wellness;
- Dedication to the organization’s commitment for Reconciliation, Equity, Accessibility, Diversity and Inclusion through ongoing training and access to related programs and workshops, opportunities to connect with others around topics of social justice and equity, and opportunities to be involved with the initiatives that guide this corporate journey;
- Certification as a Living Wage Champion;
- Fulsome employer-paid benefits package (extended health and dental care), including paid sick days, long-term disability, life insurance and an Employee and Family Assistance Program;
- Defined Benefit Pension Plan (OMERS) eligibility for all employees;
- Flexible work schedules, paid vacation and personal days, and the opportunity to bank overtime;
- Substantial internal and external training and development opportunities;
- Opportunities to get involved and give back to the community;
- Employee-wide events, activities, site visits, BBQs, etc.;
- Complimentary FitPass for City of Waterloo employees and family members for leisure, swim, and fitness drop-in programs; and,
- So much more

**What you will do**:
Reporting to the Deputy City Clerk, your primary responsibilities will include, but are not limited to, the following:

- Coordinate the Corporate Records Management (RM) program, including Enterprise Content Management (ECM) software, and onboard RM support staff
- Manage various RM projects, including budgeting; preparing procurement documentation (e.g. requests for proposal, etc.); status tracking; communicating with vendors, internal clients, and other impacted parties; submitting invoices for payment, and other tasks.
- Provide functional support and technical assistance to all divisions with respect to records management, development and implementation of policy standards and training/education programs
- Provide guidance and training on best practices and undertake business requirements gathering to assist divisions with records management needs and program adherence
- Respond to and enable requests for access, specialized workflow and folder design needs in the OpenText ECM system
- Lead the updating and maintenance of the Records Retention By-Law.
- Monitor and audit RM program
- Manage and maintain the Inactive Records Program
- Coordinate responses to MFIPPA requests, and provide guidance to the Records and Freedom of Information Analyst on sensitive or challenging requests
- Coordinate work of the Privacy Analyst in developing, implementing and monitoring the City’s privacy program. This includes conducting privacy impact assessments, responding to privacy breaches, developing policies and procedures, and providing guidance on privacy practices to City staff
- Assist with the coordination of municipal elections as a member of the Legislative Services Election Team
- Provide support to the City Clerk, Deputy City Clerk and to the division as well as other duties as assigned

**What will you bring**:

- Post-secondary degree in Public Administration, Business Administration, Library Science, Information Management or related discipline with a minimum of five (5) years of related supervisory or project management experience in a municipal records management function along with a general understanding of municipal governance and administration. Equivalent combinations of education and experience may be considered.
- Thorough knowledge and understanding of the MFIPPA; general understanding of the Municipal Act and other municipal legisl