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Competition Number N#15
Position Title Manager, Corporate Records and Archives Services
Position Overview Reporting to the Director of Legislated Services/City Clerk, leads the City in the management of its information and archival assets;  oversees and directs Corporate Records and Archives Services staff in providing corporate-wide records/information and archives management services.  Coordinates Freedom of Information initiatives to ensure compliance with the Municipal Freedom of Information and Protection of Privacy Act.  Plays an integral role in the City's municipal election functions.
Responsibilities
  • Directly supervises the work of 1 Corporate Records Analyst and 1 Corporate Archives/Records Administrator with full responsibility for interviewing and selection, orientation and training, guidance and direction and performance management.
  • Prepares and oversees Operating Budget valued at $250,000.  
  • Prepares and oversees Capital Budget projects relating to corporate-wide records/information and archives management initiatives.  
  • Administers all aspects of Information Corporate Records and Information Management Program.
  • Develops corporate-wide policies, standards and procedures for the creation, capture, management, preservation, retention and disposition of comprehensive, reliable and authentic records in all media formats.
  • Makes recommendations and facilitates the conversion of records to alternative media types in accordance with industry standards and legislated requirements.
  • Directs active and inactive records storage planning and methodologies for hardcopy and electronic records.
  • Assesses, sources, implements and oversees corporate-wide information management systems including integration with other corporate applications/databases.
  • Develops and delivers training regarding information management policies, processes and standards.
  • Writes reports, correspondence, and recommendations on information management and archive matters for consideration by management and Council.
  • As the City's Archivist, oversees and directs all aspect of the City's Corporate Archives program.
  • Ensures the records information and archives program meets all applicable legislated requirements.
  • Oversees the management of the City's internal corporate libraries.
  • Establishes and monitors key performance indicators and directs risk assessments/audits.
  • Oversees administration and maintenance of corporate-wide records management system and LaserFiche imaging system.
  • Researches and provides advice and interpretation of relevant legislation.
  • Acts as the Corporation's Freedom of Information and Privacy Coordinator in regard to the legislated requirements and processes.
  • Coordinates and processes requests made by the public under MFIPPA.
  • Researches and provides advice and interpretation of MFIPPA legislation to City staff.
  • Plans and ensures the implementation of processes and service delivery standards for the Corporate Records and Archives Services area.
  • Acts as a consultant/advisor inter-departmentally in relation to information management issues.
  • Project manages various divisional and corporate initiatives relating to records and information management.
  • Participates as a member of and/or leads various Committees.
  • Develops policy for Council's consideration.
  • Participates as a key member of the City's Municipal Election Committee.
  • Other related duties as assigned.
Requirements
  • Must be reliable with a good attitude and employment record.
  • Must successfully complete a medical examination if required.
  • Must have the ability to support and project values compatible with the organization.
  • Must have a minimum 3-year diploma/degree in information science or related discipline (e.g., records management, library science, archival studies).
  • Must have a minimum of 4 years related experience.
  • Demonstrated knowledge of active and inactive records and information management principles, standards and systems for hardcopy and electronic records.
  • Demonstrated knowledge of principles and standards for micrographics and document conversion.
  • Proven ability to interpret policy and applicable legislation.
  • Proven ability to develop strategic and operational work plans.
  • Must have well developed research skills and be a critical and concept-based thinker.
  • Must have strong analytical and problem solving skills.
  • Must have strong verbal and written communication skills.
  • Must have project management and change management experience.
  • Must have the ability to develop strategic and operational work plans.
  • Must have the ability to prepare, manage and adjust operational and capital budgets.
  • Must have strong computer skills and have previous experience using MS Office as well as records management, electronic document management and imaging software and hardware.
  • Demonstrated ability to manage, develop and motivate staff and be an effective team member.
  • Previous experience in training and education program development and delivery.
  • Demonstrated knowledge of library and archival management, techniques and practices is considered an asset.
 

Note: All interested applicants are encouraged to apply. In the event there is no successful applicant with the stated level of education and experience, other applicants will be considered if a combination of their education and experience meets the following pre-determined equivalency: 2-Year Diploma (or 2 Years in a Specialized Post-Secondary Program) with minimum 7 years’ experience or

4-Year Honours Degree with minimum 2 years’ experience
 
 

 
Department Finance and Corporate Services
Division Legislated Services
Union Affiliation Non-Union/Management
Job Status Full Time Permanent
Posting Added Date 6/28/2013
Posting Closing Date 7/12/2013
Posting Closing Time 11:59 p.m.
Progress Status Receiving Applications
Compensation Range $77,197 - $96,497 per annum.
Grade/Band 11
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