NATURE OF WORK

The Records Management Coordinator will oversee physical and digital records systems and information management governance. They will actively lead a digital-first approach and ensure the integrity, security, and quality of information throughout its lifecycle. This involves collaborating with internal departments to develop, implement and maintain policies, procedures, and best practices.

This position is responsible for the development, implementation, and maintenance of the City’s records management program and its related functions.  This includes, but is not limited to, implementing and maintaining the LGMA based records classification and retention schedule for the lifecycle of all paper and electronic records, creating records management policies and procedures, and providing technical assistance and training to City staff to ensure compliance with the records management program.  Responsibilities also include working closely with the IT department to develop and implement an automated system for managing electronic records, processing and maintaining the City’s contracts and agreements, and processing and maintaining archived records at the City’s record centre. 

This position also provides administrative support to the Legislative Services Department.

SUPERVISION RECEIVED

Works under the general supervision of the Corporate Officer or designate.

SUPERVISION EXERCISED

The Records Management Coordinator may oversee special project personnel as required.

KEY RESPONSIBILITIES

• Implements and provides support services in the management of City records, including sorting, filing, merging, labelling, storing, retrieving, listing, cataloguing, and making recommendations for disposal in accordance with relevant legislation.
• Plans, develops and supports records management policies and procedures based on best practices, current research and input from city staff
• Analyzes, documents, and improves records management business processes across the organization through technology, automation, education, and other industry best practices.
• Develops training programs and delivers training to city staff on the use of the corporate records management system, best practices, policies and processes.
• Assists all designated department staff in the management of departmental records, providing advice and training where needed to ensure compliance with the city’s records management program.
• Leads and provides assistance with record searches associated with Access to Information, Freedom of Information, and all other related inquiries of a similar nature.
• Works closely with the IT department to oversee and monitor the digital transformation program, promoting the transition from hardcopy to digital information.
• Leads and supports the creation of workflow automation, improving existing processes and converting paper-based tasks into efficient digital processes.
• Processes and maintains all official records relating to City contracts and agreements.
• Performs work of an archival nature regarding the City’s permanent records.
• Performs other related duties as required or assigned.
• Contributes to a positive work environment by modelling a respectful workplace, as per City policy.
• Takes reasonable care to protect the health and safety of themselves and the health and safety of others who may be affected by their acts or omissions at work. Properly wears protective clothing, devices and equipment provided and ensures hazards are immediately reported to Supervisors. Complies with the City of Fort St. John’s Occupational Health and Safety program and all applicable policies and procedures.

PERFORMANCE FACTORS

REQUIRED QUALIFICATIONS, KNOWLEDGE, ABILITY AND SKILLS

• Diploma in Information and Records Management; equivalent experience or education may be considered.
• Certified Records Manager (CRM) designation or other RIM certifications would be considered an asset.
• Minimum of 3 years’ experience working in records management, preferably in a municipal government environment.
• Valid BC Class 5 Driver’s License.
• Ability to keyboard at a minimum of 50 wpm.
• Proficient in Microsoft Office Suite programs as demonstrated through testing (70% pass rate required) and applicable departmental software programs.
• Knowledge of the Local Government Management Association (LGMA) classification and retention schedule and/or similar schedules.
• Demonstrable strong working knowledge of records and information management methods, techniques and practices.
• Ability to prepare, process and maintain a variety of information materials such as files, records and reports.
• Experience with database management, electronic document/records management system technology.
• Excellent verbal, written and interpersonal skills, particularly with respect to explaining technical information to all levels of employees.
• Excellent time management, organizational, and documentation skills.
• Strong attention to detail and ability to maintain a high degree of accuracy.
• Proactive approach to work duties; ability to work independently with minimal supervision or as part of a team.
• Ability to handle a complex and varied workload; ability to work with interruptions and adapt to changing priorities.
• Ability to manage confidential and sensitive materials and situations with the utmost discretion.
• High level of integrity, confidentiality and accountability.
• Ability to liaise and deal effectively with internal and external contacts and to communicate courteously, professionally, tactfully and effectively.