Document Control Coordinator

Municipality of the County of Inverness; Port Hood; On-site; CAD 60,000 - 80,000; Full time

Job summary

The Municipality of the County of Inverness seeks a Document Control Coordinator to lead the management of documents and records for the municipality. This full-time position involves collaborating with various departments, developing a consistent records management system, and training staff on best practices. Ideal candidates will have a relevant post-secondary education and municipal experience, along with strong organizational and communication skills.

Qualifications

• Minimum three (3) years’ municipal government experience or equivalent.
• Experience in office administration is preferred.
• Demonstrated understanding of information management principles.

Responsibilities

• Lead the development and implementation of a Records and Information Management (RIM) system.
• Establish and implement document control standards and procedures.
• Provide training on records management best practices.

Skills

Organizational skills

Problem-solving skills

Communication skills

Confidentiality

Education

Post Secondary education in Business Administration, Information Management, Records Management, Archival or Library Services

Tools

Microsoft Office

OneDrive

Teams

SharePoint

Electronic Document and Records Management System (EDRMS)

Job description

Department: Administration

Reports To: Chief Administration Officer

Location: Port Hood, NS

Position: Full-Time [35 hours per week]

POSITION SUMMARY:

TheDocument Control Coordinator is responsible for leading the development and implementation of a comprehensive framework for identifying, collecting, distributing, and filing controlled documents for the Municipality of the County of Inverness. This role provides oversight and direction to a team of File Clerks and is responsible for establishing, maintaining, and continuously improving document control procedures. The Coordinator will lead the design and rollout of tools and templates to support consistent and effective document management across the municipality.

KEY RESPONSIBILITIES:

• Collaborate with multiple departments to develop, implement, and maintain a comprehensive Records and Information Management (RIM) system for both paper and electronic records, ensuring consistency and alignment with municipal practices, policies and legislation.
• Plan and coordinate records management activities, including digitization, scanning, imaging, and the proper classification, storage, and retrieval of permanent and vital records.
• Develop and maintain databases, inventories, directories, and indices to support the tracking and management of records; update records management software as needed.
• Establish and implement document control standards, including file naming conventions, document numbering systems, and process guidelines.
• Develop training materials and deliver in-house workshops to ensure all staff understand records management best practices, including compliance with FOIPOP and other applicable legislation.
• Establish a document distribution list to identify departments and positions required to participate in document review processes.
• Provide support, expertise, and ongoing training to staff across the organization on document handling, records procedures, and regulatory compliance.
• Coordinate the timely disposition, purging, and destruction of records in accordance with retention schedules and legislative requirements.
• Conduct research and recommend records management best practices used by other municipalities and public sector organizations.
• Perform audits to verify compliance with the file maintenance plan and identify opportunities for continuous improvement in RIM processes.
• Serve as a point of contact for IT support and cross-functional teams regarding document control systems and issues, ensuring accurate and timely processing of documentation.
• Support general administrative duties including document review, formatting, uploading/downloading, electronic bookmarking, and maintaining filing systems (digital and physical).
• Assist with special projects and other duties as assigned, including supervising or coordinating file clerk(s) and ensuring efficient workflow.
• Support program team engagement and ensuring continuous improvement in developed procedures, including training and knowledge transfer.

KNOWLEDGE, SKILLS & ABILITIES:

• Maintain a high standard of customer service in interactions with coworkers, residents, Council, stakeholders, and the general public.
• Manage sensitive information with professionalism and uphold strict confidentiality in all municipal matters.
• Demonstrated understanding of information management principles and best practices, including classification, retention, and the full information lifecycle.
• Experience working with an Electronic Document and Records Management System (EDRMS).
• Strong knowledge of municipal government administration and organization.
• Familiarity with Freedom of Information and Protection of Privacy (FOIPOP) legislation and related practices.
• Excellent organizational, prioritization, and problem-solving skills.
• Strong written and verbal communication skills, with the ability to collaborate effectively and build positive working relationships.
• Self-motivated and adaptable, with the ability to work proactively in a dynamic environment.
• Physically capable of reaching and lifting boxes weighing up to 50 lbs and working in environments with potential exposure to dust from older records.
• Proficient in desktop computer use, requiring manual dexterity and sustained visual attention for data entry tasks.

QUALIFICATIONS:

• Post Secondary education in a related field; Business Administration, Information Management, Records Management, Archival or Library Services certificate required.
• Minimum three (3) years’ municipal government experience including experience working with office administration; or an equivalent combination of education and experience.
• Proficiency with Microsoft Office, OneDrive, Teams and SharePoint.

SAFETY:

• Ensure all policies and procedures set forth by the Municipality of the County of Inverness are always observed.
• Report all work situations which are suspected of being unhealthy or unsafe.
• Report any employee whose on-the-job performance or actions contravenes established safety procedures or work practices.
• Report all near-misses and incidents immediately.
• Report related injuries or property damage regardless of severity.
• Submit reports on accidents and other hazardous conditions discovered and promptly attend to all hazardous situations.

Note: This job description is not intended to be all-inclusive. Employees may perform other related duties to meet the ongoing needs of the organization.

At the Municipality of the County of Inverness, we are dedicated to building a workplace that embraces diversity, equity, and inclusion. We strongly encourage individuals of all abilities, backgrounds, and communities to apply.