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Records Analyst

Closes on Tuesday, July 24, 2018
The Corporation of Norfolk County
Simcoe, ON
Full Time

THE CORPORATION OF NORFOLK COUNTY – JOB POSTING # CUPE 68.18

Position: Records Analyst

Status: Permanent Full Time

Employee Group: CUPE Local 4700

Salary: $22.50 – $28.16 per hour

Division: Office of the Chief Administrative Officer

Department: Council Services

Reports to: Supervisor, Information and Privacy

Location: Simcoe

Posting Period: July 10, 2018 – July 24, 2018

Basic Function:

Reporting to the County Clerk, and Supervisor, Information and Privacy, the Records Analyst is responsible for designing, developing and implementing corporate records and information systems for all County departments. The Records Analyst provides support to electronic document records management systems (EDRMS), the Corporate Records Information Management Program and corporate approaches in information systems, applications and processes. As well, the Records Analyst provides customized user training and guidance to all County staff.

Knowledge & Experience:

  • Community College Diploma or University Degree in Records and Information Management or business-related discipline with over two (2) years of experience directly in a records and information management role.

-OR-

  • Masters of Information and Library Science would be considered as equivalent to the above combination.
  • Records Management certification an asset.
  • Experience in a Municipal Clerk’s Office an asset.
  • Completion of the AMCTO Municipal Administration Program an asset.

Skills & Abilities:

  • Knowledge of all County services.
  • Knowledge of relevant legislation, including but not limited to the Municipal Freedom of Information and Protection of Privacy Act.
  • Ability to work independently with little direction and to meet deadlines with constantly shifting priorities.
  • Demonstrated successful project management experience in a corporate records capacity.
  • Knowledge of and demonstrated ability in information analysis, research methodologies and project management.
  • Demonstrated experience or training in business processes and workflow analysis.
  • Strong analytical, problem solving and decision-making skills, and attention to detail.
  • Strong communication and interpersonal skills.
  • Able to manage multiple concurrent duties and prioritize tasks and work with minimum supervision.
  • Able to work with and contribute positively to services oriented teams.
  • Proven ability to research, assemble and present information and recommendations in a professional manner.
  • Computer expertise required in corporate standard software (Microsoft Office and FileHold) and department-specific software.
  • Must have ability to routinely lift and move file boxes weighing up to 10 kg.
  • Ability to operate general office equipment (i.e. switchboard, scanner, binding machine, calculator, postage machine, shredder, photocopiers, etc.).
  • A valid Ontario driver’s licence and access to a vehicle as travel is required.
  • Must be aware of safe work practices as they relate to job responsibilities and work environment, and have the basic understanding of the Occupational Health & Safety Act.

Duties/Responsibilities:

  • Provide support for corporate-wide records/information management, electronic document management, archives and imaging.
  • Ensures compliance with relevant legislation and regulations related to records management.
  • Provide support to all users regarding records classification and records management procedures for both the Norfolk County and the Haldimand Norfolk Health Unit Records Retention By-Laws.
  • Advises County staff on procedures for transfer to and retrieval of records from semi-active storage facilities and archives; monitors legal retention schedules and in consultation with departments, arranges for destruction and transfer of records to archives and maintains related records and statistics.
  • Assists with design, organization and maintenance of Records Storage areas within the County.
  • Analysis of the inventory of County records for conversion from paper to digital records.
  • Provides support and analytical expertise for the ongoing functional requirements necessary for the development and implementation of the County’s corporate-wide Electronic Document Records Management System (EDRMS).
  • Assists County departments with analysis of electronic information content and flow to identify appropriate best practice electronic document routing, workflow and access and security control options.
  • Assists in the administration, troubleshooting and monitoring of both the paper and electronic document software programs.
  • Assists the Information and Privacy Supervisor with periodic review and formal audits of both paper and electronic document management practices.
  • Develops and facilitates training programs and manuals, procedures, instructions and implementation directives for records management programs.
  • Assists with the preparation of paper and/or electronic documents for public release.
  • Champions and promotes records management best practices; enhances the profile of records management within the Corporation.
  • To act as Principal Elections official and assist with the conduct of municipal elections.
  • Assist, back up and provide support to other staff within the Clerk & Council Services Division, as required.

The Corporation of Norfolk County is an equal opportunity employer. Accessibility accommodations are available for all parts of the recruitment process. Applicants need to make their needs known in advance.

Resumes must be submitted through email, mail, fax, courier, or in person to Human Resources & Staff Development by 4:30 p.m. on the last day of the posting.

Human Resources & Staff Development– 185 Robinson Street, Suite 300, Simcoe, ON N3Y 5L6 – Phone: (519) 426-5870 – Fax: 519-427-5902– Email: jobs@norfolkcounty.ca

Successful applicants are required to provide the Employer with a current Criminal Record Check, including a Vulnerable Sector where required and verification of education, transcripts preferred.

Thank you for your interest in this position. Only those to be interviewed will be contacted.

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