Records Management Systems Administrator

**JOB SUMMARY**

Reporting to the Director, Systems, the Records Management System Administrator is responsible to

1. Configure and maintain the company’s digital records management and document control system (M-Files) to support the needs of project teams, functional business units, governance, and executives.

2. Implement and maintain permission security model for managing access to company documents and records.

3. Develop and implement workflows to support and automate system functions supporting business processes.

4. Interface / integrate the M-Files system with other Java Group business systems for the automated movement of data and records.

**KEY (CORE) DUTIES AND RESPONSIBILITIES**

**1.** **Records Management /Document Control System Administration**
- Implement and manage system user accounts, system access, and document permissions procedures.
- Identify and report deficiencies and/or problems with Records Management /
Document Control system.
- Configure and standardize information meta data profiles - objects, classes,
properties, value lists across multiple corporate and project vaults.
- System testing and performance monitoring; support and troubleshooting.
- Creation and maintenance of system documentation.
- Interfacing with Java Group and Vendor IT teams to facilitate solutions to problems and opportunities.
- Contribute to and maintain system standards.

**2.** **Systems Integration**
- Work with various business functional units and projects to integrate systems and workflows to support business objectives.
- Interface the records management /document control system with internal business systems contributing to the automated creation, capture and publishing of corporate and project documents and records.
- Synchronize /replicate records management data across multiple databases throughout the Java Group.
- Coordinate and contribute to the development and implementation of custom VBScript scripting solutions.

**3.** **Records Management and Document Control Support**
- Assist Java Group team members with answers to records management and document control system related questions and resolve service issues in a timely and professional manner.
- Support Project Document Control Leads in the execution of the project document
control and project information management.
- Work with Java Group IT staff to monitor the size of document control system
databases and address any required database maintenance or changes.
- Provide front-line system user system support.
- Research and recommend innovative, and where possible, automated approaches
for system administration tasks.

**EDUCATION AND EXPERIENCE**
- University Degree preferably in Information Technology, Systems Administration,
or Information /data modelling
- Minimum 5 years’ experience in administrating large scale corporate software
systems

currently technology in general
- Familiar with MS SQL, VB Scripting and MS Excel Macro scripting
- Strong understanding of Digital Document Control and Records Management
Systems
- Experience with the M-Files Digital Document Management Systems is highly
desirable

**KSA’S (KNOWLEDGE, SKILLS, AND ABILITIES, and PERSONAL ATTRIBUTES)**
- Ability to conceptualize and communicate complex concepts to a variety of
departmental, project and management stakeholders
- Attention to detail, ability to focus and concentrate for long durations is critical
- Solutions oriented, independent problem solver
- Excellent analytic, organizational and communication skills; written and spoken
English
- Excellent interpersonal and team participation skills.
- Demonstrate sound work ethic; ability to multitask, and meet tight deadlines
without losing sight of priorities

matter expert. Stay current with changing technologies and external business
practices and consider their possible use at Java.
- The Digital Document Management System Administrator must maintain strict
confidentiality surrounding all records and information to which they are exposed
to through the scope of their job activities.

**Benefits**:

- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- RRSP match
- Vision care
- Wellness program

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: In person