Records and Information Management Specialist - Strathmore, Canada - Wheatland County

Description

Records and Information Management Specialist:


Position Reports To:
Manager of Information Services


Job ID:
P23-27


Position Summary:

As a vital member of the Information Services team, the Records and Information Management Specialist will oversee physical and digital records systems, enterprise content management, 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 and vendors to develop, implement, and maintain policies, procedures, and best practices. They will also serve as an in-house educator, promoting good records management best practices and supporting workflow automation.

The Records and Information Management Specialist will also assist staff in retrieving or storing files, managing local and offsite records, and supporting content management systems.

They will contribute to information governance, coordinate legal holds, indexing, and overall information organization. They will also act as a coordinator for the Freedom of Information and Protection of Privacy (FOIP).

They will also provide backup support to team members or the organization, as needed.


Key Responsibilities:


Records and Information Management:

• Through staff partnerships, steering committees, and collaboration, develop, maintain, support, and streamline the Information Management program, involving development and maintenance of bylaws, retention schedule, policies, procedures, document control, governance, and standards.
• Manage the lifecycle of records and the records retention schedule, ensuring searchability, quality, compliance, and appropriate classifications.
• Maintain knowledge of and comply with relevant legislation and industry standards as well as coordinate legal holds and assist in any records related investigations as required.
• Educate employees on the Information Management program, Enterprise Content Management (ECM) software, and systems.
• Oversee the digital transformation program, promoting transition from hardcopy to digital information.
• Work with stakeholders and external vendors on the development and implementation of the digital transformation program in support of content management tools.
• Chair any Information Management related steering committees.
• Support the creation of workflow automation, improving existing processes and converting paperbased tasks into efficient digital processes.
• Maintain an accurate index of all physical and digital files which also includes (but not limited to) performing reviews, dispositions, and Records Organization Campaigns (ROC).

FOIP Coordinator Activities:

• Respond to all FOIP requests and ensure compliance with the FOIP Act.
• Respond to the Privacy Commissioner's request for FOIP statistics and other requested information.
• Understand, develop, and maintain FOIP policies and procedures.
• Ensure adherence to and educate on the appropriate security, use and disclosure of information relating to employees, business, and residents of the County.
• Identify potential FOIP issues and create and maintain a personal information bank for the organization.
• Fulfill requests and perform document redactions according to FOIP policy as required by administration.
• Ensure all publicfacing documents/forms include a FOIP disclaimer.

Occupational Health and Safety (OH&S):

• Ensure compliance with OH&S standards and protocols, including attending safety meetings, taking emergency management training and exercises, and ensuring safe work practices.

Other Duties:

• Ensure adherence to all applicable Wheatland County training, policies, and bylaws.
• Complete administrative tasks in a timely and professional manner.
• Maintain clear, ethical, and prompt communication with vendors, coworkers, management, and the public.
• Carry out tasks as required by the organization, including adhoc projects or assignments.
• Provide backup duties for other members of the team as needed.

Qualifications:

• Postsecondary diploma/certificate in a related field (Business Administration, Legal Studies, Municipal Administration), or equivalent training in Records and Information Management.
• Minimum 7 years of experience in Records Management, preferably in a municipal setting.
• Minimum 5 years of experience in Information Management Governance and supporting/maintaining Enterprise Content Management (ECM) systems.
• Experience in implementing Information Management programs and/or ECM systems is a significant asset.
• Certified Records Manager, Records Analyst, and/or Information Management are advantageous.
• Membership with the Alberta Association of Municipal Records Management (AMRM) and/or Association of Records Managers and Administrators (ARMA) is preferred.
• Completion of the Government of Alberta FOIP training program or the ability to obtain thi