Specialist, Corporate Records and Information Management - City of Whitehorse

City of Whitehorse

Specialist, Corporate Records and Information Management - 1139


Position Title
Specialist, Corporate Records and Information Management

Status of Position
Term

Position Description
Job posting closes: March 13, 2021 (MST)

An Eligibility List may be established from this job posting – The duration of the eligibility list may be up to 12 months. The eligibility list may be used to fill future permanent full – time, permanent part- time, temporary full – time, temporary part-time, term or casual vacancies based on the requirements of the organization within the same classification. Future vacancies for similar positions will be filled by going to the next highest ranked candidate until the eligibility list expires.

The City wishes to thank all applicants for their interest but only those candidates selected to advance in the recruitment will be contacted. Note that only those candidates eligible to legally work in Canada will be considered.

This position is covered by a collective agreement between the City of Whitehorse and the Public Service Alliance of Canada/Yukon Employees Union.

Specialist, Corporate Records and Information Management

Job Code: 281

Department: Legislative Services Job Summary:
The incumbent leads, project-manages and coordinates implementation and adoption of a corporate records and information management program for the City of Whitehorse that encompasses paper records and electronic records in a variety of formats on a shared local area network (LAN), and that addresses digitization and archiving of records as appropriate.

Duties and Responsibilities:
  1. Develops and leads an implementation process that will enable and support departments to manage their records by migrating their existing records into the corporate program and, independently, to continue routine ongoing management of their records and information.
  2. Maintains a strategic plan for the records and information management program up-to-date using best practice methodologies to achieve long-range organizational goals. Maintains up-to-date key program infrastructure including a governing bylaw, Records Classification and Retention Schedule, records management administrative directives and procedures manual, making necessary revisions and updates as implementation proceeds. Develops additional program framework materials as required.
  3. Provides guidance to departments to support their continue participation. Develops and delivers an evergreen training program intended to keep staff current on corporate practices, developing any necessary support materials. Builds corporate records/information capacity and buy-in through outreach.
  4. Researches, analyses, makes recommendations on and oversees the implementation of file management software and an electronic document and records/information management systems. Participates in procurement and implementation of records and information management software solutions and in the ongoing management of records/information on the city LAN. Creates corporate metadata standards.
  5. Ensures a plan and program are in place for back-up and recovery of information holdings in the event of a disaster.
  6. Oversees the establishment and outfitting of a storage area for inactive records, develops related procedures, and guides and supports departments in an inactive records processing project. Coordinates with departments on information management projects for the City’s vital records to support business resumption in the event of loss.
  7. Conducts research and provides analysis and recommendations on risk issues surrounding the security of the City’s information assets including identifying and valuing assets, setting scopes, conducting assessments, and ensuring that records and information management components are included in new system developments. Develops and implements processes for securing and protecting information holds supporting audit, legal and investigation files.
  8. Researches records and information management protection of privacy best practices and emerging regulatory requirements. Monitors the City’s compliance with relevant, existing federal and territorial legislation, and with internal administrative directives.
  9. Follows, so far as is reasonably practicable, established safety procedures and standards.
  10. Other related duties.


This description contains elements necessary for the identification and evaluation of the job. The incumbent may be required to perform other related duties.

Position Requirements

Working Conditions:
Majority of the work is performed under normal office conditions. Some intra-city travel will be required.

Knowledge and Skills:

  • Bachelors degree in business administration, library or data sciences, information technology, or equivalent combination of education and experience.
  • Certification in information and records management or relevant education related to library and information technology or archival studies.
  • A minimum of five years’ progressive records and information management experience and skills including six-months on the job training,
  • Membership in the American Records Management Association or equivalent professional organization, prior municipal experience, and experience in any or all of project management, providing training, and paper to electronic records conversion would be assets.
  • Proven inter-personal skills related to team building, liaison with stakeholders, and collaborative problem solving in program management.
  • Familiarity and experience with electronic records/information management systems and technological solutions.
  • Ability to read, analyse, understand and interpret legislation and policies.
  • Good written and verbal communication skills, including the ability to draft and communicate clear, concise documents and to successfully train colleagues in the city’s records/information management policies, practices and procedures.
  • Demonstrated ability to work independently and effectively with a wide range of people. Corporate change management experience is an asset.
  • Good analytical, organizational, prioritizing skills with the ability to multitask with minimal supervision.
  • Willingness to maintain/upgrade related skills and/or accreditations.


Examples of Equipment to Operate:
General office equipment including computer skills to operate software programs related to intranets, spreadsheets, word processing, electronic mail, records/information management, etc.

A valid Yukon driver’s licence is desirable.

Other Details:
Job seekers are required to create an online profile and submit their application electronically through the City's online Applicant system via www.whitehorse.ca/careers. Instructions on applications are provided at https://www.whitehorse.ca/departments/human-resources/how-to-apply. If you have any further questions regarding this posting, please contact the recruiter at HR@whitehorse.ca.

To apply for this position, you are required to submit your resume.

Various tests and/or exams may be administered as part of the recruiting process.

At the time this posting closes, candidates must have valid and current licenses/certifications/education that match the position requirements. Candidates who are selected to continue with the recruiting process will be required to provide proof of qualifications during their interview.

Employment Contract
PSAC Y023

Range
$43.71 to $51.42 per hour

Hours Per Week
5 X 7 Hours

Guaranteed Minimum Hours
35

Start Date of Position
3/22/2021

End Date (Temporary and Term)
3/1/2023

Number of Hires Needed
1


Organization: City of Whitehorse
Location: Whitehorse, YT
Region: Southern
Professional Category(s): Records & Information Management
Posted: February 22, 2021, 2:22 pm
Expires: March 13, 2021, 4:30 pm

Employment Type: Full Time
Employment Length: Temporary
Education Requirement: Bachelor’s degree
Job Experience: Experience an asset
Rate: $43.71 Hour

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