Senior Officer, Records Management – Administration Department

Duties/Responsibilities: 

• Maintains ongoing responsibility of upholding standards that protect records and information from unauthorized access, loss, destruction and corruption. 
• Evaluate and make recommendations to improve systems that monitor the movement of files/ records. 
• Maintain an up-to-date Registry and Filing Procedural Manual. 
• Prepare monthly reports regarding the Registry’s activities. 
• Contribute to the identification and documentation of procedures, policies and practices that promote information governance, reliability and integrity. 
• Maintain the tracking systems that monitor the movement of (active & archived) records and files. 
• Assist in the maintenance, improvements and support training of the Commission’s Enterprise Document Management System (OnBase), and any integrations with other systems.
• Contribute and assist in the formulation, implementation and review of all Records Management policies and procedures. 
• Accurately record, file and distribute all inward and outward correspondence including mail, faxes, email and internal correspondence. 
• Implement the Commission’s record retention requirements as outlined in the legislation it administers, as well as other relevant legislation such as data protection laws, into policies and procedures. 
• Keep abreast of industry standards and best practices regarding record and information management and integrate such aligned standards and practices into the Commission’s regulatory and business needs. 
• Assist in upholding standards that protect records and information from unauthorized access, loss, destruction and corruption are upheld on a consistent basis. 
• Train internal users on Records Management systems and processes. 
• Maintain oversight of the Resource Centre and report on activities. 
• Help to resolve and prevent conflicts. 
• Assist with any other duty assigned by the manager of the department. 

Qualifications/Experience: 

• 2-3 years’ experience in a similar position. 
• Bachelor’s degree or professional certification, preferably in Records Management or Library Sciences.