Records Analyst

Durham Region (The Regional Municipality of Durham); Whitby; On-site; CAD 62,000 - 69,000; Full time

Job summary

Region of Durham is seeking a Records Analyst to manage information management projects, assess records, and develop policies. The role requires strong MS Office and SharePoint experience and the ability to train staff in IM best practices.

The position is based at Regional Headquarters in Whitby, Ontario, with responsibilities across departments and a focus on MFIPPA/PHIPA guidelines. This is a 12-month assignment with a Grade 6 salary range.

Qualifications

• Diploma or equivalent in records and information management required.
• Progressive experience in records and information management.
• Proficiency with MS Office and records management software incl. SharePoint.
• Experience with electronic document management / content management systems.
• Knowledge of MFIPPA/PHIPA and related standards is desirable.
• Strong analytical and communication skills; attention to detail.

Responsibilities

• Manage comprehensive departmental information management projects ensuring compliance with policies and classification schemes.
• Assess records for legal, administrative, operational and archival value to determine retention periods.
• Develop, review and maintain IM departmental policies and procedures.
• Perform workflow analyses within IM projects and prepare status reports.
• Provide consulting services to departments implementing IM initiatives and deliver training on best practices.
• Coordinate security and recovery initiatives to protect and provide access to information.

Skills

MS Office proficiency

Records management

Project management

Information research methods

Communication skills

Analytical problem-solving

Teamwork / independence

Education

Diploma in Records and Information Management

Library Information Technician or equivalent

Tools

SharePoint

Records management software

Electronic document management systems

Job description

Diversity, Equity and Inclusion Statement

The Region of Durham is committed to advancing equity, diversity and inclusion within our organization and the communities we serve. We welcome and encourage applications from people who are Indigenous, racialized persons, women, persons with disabilities, members of LGBTQ2S+ communities, and others who may contribute to the further diversification of our workforce, including those who experience systemic barriers.

In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code, accommodation will be provided throughout the recruitment process upon request, based on any Code-protected ground.

Number of Available positions:

Vacancies: One (01). This position may last for up to 12 months. Located at the Regional Headquarters, Whitby, Ontario.

Records Analyst

Reporting to the Supervisor, Information Management, the incumbent will:

• Manage comprehensive departmental information management (IM) projects while ensuring compliance with the Corporate Classification Scheme and the Region's Records and Information Management Policy
• Conduct research and assess records for their legal, administrative, operational and archival value to determine record retention periods
• Develop, review and maintain IM departmental policies and procedures
• Perform procedural analysis (workflow) within IM departmental projects
• Prepare project plans, including statistical and status reports on the progress of project initiatives
• Provide consulting services to departments in implementing and maintaining IM initiatives
• Develop IM best practice guidance and recommendations to implement within the organization
• Research, develop and coordinate security and recovery initiatives to ensure information is protected and accessible
• Create and maintain IM manuals and communication material
• Create, revise and deliver training programs on IM best practices and records and information management software
• Manage relationships with employees across all departments and levels within the organization to support the implementation of IM best practices
• Assist the IM Supervisor and IM Manager with strategic planning initiatives

The successful candidate will possess:

• A diploma in Records and Information Management, Library Information Technician or equivalent combination of education and experience
• Progressive and related experience in records and information management
• Experience with and proven knowledge of MS Office applications and records management software including SharePoint
• Experience with electronic document management/records management/content management software
• Demonstrated experience in project management and familiarity with project management methodologies
• Knowledge of and demonstrated ability in information analysis and research methodologies
• Sound knowledge of government guidelines and legislation, in particular MFIPPA and PHIPA, technical, industry and professional records and information management standards, including national and international standards (e.g. ISO 15489)
• Familiarity with training methodologies
• Demonstrated negotiation and consultative skills
• Excellent interpersonal and communication skills
• Proven analytical and problem‑solving skills
• Exceptional attention to detail
• Ability to work independently as well as a part of a team
• The ability to lift records storage cartons weighing up to 35lbs
• A Valid Ontario Class 'G' driver's license and vehicle to use on corporate business

CUPE 1764 Salary Grade 6

This position is with Salary Grade 6 and will be paid at the following hourly rates:-

Start: $45.00 - Six Month: $47.50 - Job: $50.00

Conditions of Employment

All applicants are expected to comply with the Region of Durham's Code of Ethics and Code of Conduct Policies throughout the recruitment process. Proof of education, qualifications and any other job bona fide requirements will be required prior to start date.

The Region of Durham is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. If contacted for an employment opportunity and you require accommodation, or if this information is required in an accessible format, please contact us at: [e-mail] and a Recruiter will provide appropriate assistance pursuant to the Region’s Accommodation and Accessibility policies. Please note that resumes should not be sent to [e-mail].

Follow us on social media @RegionofDurham

The Region of Durham may utilize artificial intelligence to assist in the preliminary assessment of applicant qualifications and submitted materials. These tools are used for the purpose of supporting and enhancing an evaluation by a human decision-maker and any information provided by AI to a human decision-maker is not determinative. Final decisions are made solely by authorized human decision-makers.