Reporting to the Deputy Clerk, the Information Management Technician, is a member of the Records and Information Management team, and a champion that actively promotes and supports the effective coordination and administration of the Corporation’s records and information management program. This position actively engages and works to support client department needs regarding records management; provides training and guidance with regard to collection, protection, disclosure and destruction of records and information; and works collaboratively with the Information Management Team and users with regard to supporting the implementation of a records and information management program and supporting processes.
This position will maintain the functional operations of a Records Storage Centre including transfer, retrieval and destruction of records, and inventory management.
1. Provide functional operations of a Records Storage Centre.
2. Physically transfer and retrieve paper-based records to and from the Records Storage Centre or Archives and administer the provision of shredding services when documents reach end of life.
3. Maintain and create an organized inventory, directory, or index of all records and compile statistics and reports on activities.
4. Consult with users and provide guidance and training to staff regarding information management practices to ensure compliance with the County’s information management program and the County’s Comprehensive Records Classification and Retention Schedule.
5. Identify and create lists of records that have met or exceeded prescribed retention periods and obtain approval for the destruction of both paper and electronic, and archival records.
6. Assist users with classification, labelling and preparation of records in accordance with records and information management principles.
7. Research, draft and maintain policies, procedures and work-aids that help to ensure efficient and effective administration of the County’s paper-based and electronic records program.
8. Work collaboratively with Information Management staff to ensure policies and procedures align with the Records and Information Management program objectives.
9. In collaboration with other teams as may be required, support opportunities to transition from existing paper-based practices to ensure the overall objectives of the Records and Information Management program is supported and enhanced through the use of Enterprise Content Management (ECM).
10. Apply records and information management knowledge and experience to examine information collection, use and disclosure, assist with legal hold processes, and ensure secure handling of confidential information.
11. Support maintenance of, in collaboration with Information Management staff, the County’s Comprehensive Records Classification and Retention Schedule.
12. Comply with provincial and county occupational health and safety legislation, regulations, policies and procedures.
13. Participate on committees, task forces, work groups and special projects as directed.
14. Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act and the Personal Health Information Protection Act.
15. Perform other duties as assigned, including redeployment in emergency situations.
Has knowledge of and demonstrated ability in our corporate competencies:
- Acts with the customer in mind
- Continuously seeks to improve work processes
- Successful completion of a relevant Diploma or Certificate that supports the implementation and maintenance of a Records and Information Management program would be an asset; or Business, Public Administration. This job may be considered for educational equivalency in accordance with County Policy.
- Knowledge of current trends and changes in records and information management, and electronic document management.
- Understanding of records and information management principles and practices, legislation and retention and compliance implications.
- Analytical, problem-solving and decision-making skills to identify needs, initiate, organize, coordinate and manage projects.
- Consultation skills to determine requirements from users and to negotiate final outcome, and to train and make presentations to varied audiences.
- Computer literacy with various software, platforms, and MS Office software applications.
- Ability to formulate and implement quality improvement and change management processes.
- Excellent interpersonal and communication skills.
- Ability to attend and drive to off-site locations.
- Valid G class drivers license and access to reliable vehicle.
• Criminal records check that is less than 6 months old at time of hire.
- A minimum of two (2) to three (3) years of progressively responsible administrative or information management experience.
- Regularly required to lift and transport boxes (up to 30-50lbs/14-23 kilograms) in a warehouse environment with use of carts, dollies and mobile stairs.
- Requires periods of concentration to assess and analyze information and data accurately.
- Primarily office and Records Storage Centre (warehouse) environment.
- Works with others while in office environments.
- Works alone or with others while in the Records Storage Centre (warehouse) environment.
- Availability and flexibility to work beyond normal working hours as required.
- Ability to work remotely if required.
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