Records and Information Technician

1 month ago

Newmarket, Canada The Regional Municipality of York Full time
POSITION PURPOSE:
Reporting to the Manager, Consulting Services, Corporate IAM, and under the guidance of the Records & Information Analysts, is responsible for assisting in the operation, maintenance and support of the Information Management program at the Region; providing support to various Departments and Departmental information management initiatives as assigned; providing IM coaching and guidance to staff; liaising with all levels of management and staff in the Department; liaising with staff in Corporate IAM Division for the purpose of efficient control of the lifecycle of Departmental records and supporting manual and automated information management systems and processes in compliance with Corporate IAM policies and standards.

MAJOR RESPONSIBILITIES

Assists in the initial stages of records evaluation for the Department, taking inventories and conducting interviews, as appropriate. Assists with implementing information solutions based on records and information management business practices and requirements. Troubleshoots and applies solutions to end-user systems for hard-copy and electronic media. Prepares new physical and electronic files according to the Region’s Records Retention Bylaw, Corporate Records Classification and Retention Schedule and Corporate Information Asset Management Polices, Standards, and Guidelines.. Enters data into the Region’s Information Management Repositories ( Versatile Enterprise, eDOCS) used to track paper and electronic records, as required throughout their life cycle. Collects, inputs, reviews and tracks data, as required, to complete various Departmental information management projects ( transfers to off-site storage, destruction batch preparation, records conversions to the Corporate classification scheme, records inventories) and reviews for accuracy and compliance with Corporate information management policies, standards, and guidelines Prepares IM statistical reports, as required, on records and information holdings Receives and processes records transfers to inactive storage in accordance with the Region’s established records retention by-law and procedures. Works, as part of a multi-disciplinary team, and contributes to strategic plans, implementation plans, and ongoing support of Regional information management initiatives within the Department. Attends seminars, workshops and training and reviews professional and technical literature to stay abreast of current technologies and developments in the information management field. Performs other duties as assigned, in accordance with Corporate, Department and Branch objectives.

QUALIFICATIONS

Successful completion of a Community College Diploma in Records and Information Management or Information Studies, Archival Studies or approved equivalent combination of education and experience. Valid Ontario Class “G” driver’s license and reliable vehicle for use on corporate business. Current knowledge of both hard-copy and electronic records and information management systems.  Knowledge of government guidelines and relevant Standards, Acts and Regulations. Knowledge of current trends in the use of records and information management technology. Strong investigative, report writing, research, time management and presentation skills.  Computer literacy utilizing MS Office applications, as well as working knowledge of ECM software or similar applications ( Versatile Enterprise, Open Text eDOCS). Demonstrated ability to exercise good judgment and discretion in dealing with difficult situations and/or respond to internal/external enquiries. Ability to lift and carry heavy boxes, as required. Knowledge and demonstrated ability in corporate core competencies including communication, innovation, teamwork and collaboration, and personal ownership.

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