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Records Management Administrator, Toronto District School Board At Arma Toronto

Location: Toronto, Ontario

Job Description

COMPETITION #: SCH II-14-0224NRE
POSTED: November 19, 2014
DEADLINE: 12:00 noon: December 3, 2014

Records Management Administrator
1 – Permanent Position
Governance, Policy & Risk Management
Schedule II, Level 5
(Non-Union)
$64,084 – $76,903

The Toronto District School Board adheres to equitable hiring, employment and promotion practices.
Reporting to Board Governance Coordinator, the Records Management Administrator will be responsible for the efficient and effective delivery of archival and records management professional services.

The Records Management Administrator will:
➢ implement and maintain the records management function in accordance with Board policies and procedures;
➢ train and support all staff on related records and information management policies and procedures;
➢ provide support to the Board Governance Coordinator to ensure safety and security of highly confidential documents (e.g., public and private Board meeting materials, labour/negotiations, financial and litigation, human rights/equity, staffing, etc.)
➢ ensure confidentiality within the information database and archives in accordance with relevant legalization.


Summary of Duties:
➢ Work closely with the Board Governance Coordinator develop, establish, revise and update retention schedules as well as validate and track disposition of records for TDSB;
➢ Implement a records management system to manage data collection, records management and inventory control;
➢ Ensure safety and security of highly confidential records/documents (e.g., public and private Board meeting materials, labour/negotiations, financial and litigation, human rights/equity, staffing, etc.);
➢ Develop and deliver training, orientation programs, guidance and assistance to all departments and schools with respect to their records retention and destruction schedules;
➢ Implement policies, procedures and guidelines to capture, maintain, protect and preserve the Board’s records;
➢ Assist staff across departments in the development and implementation of solutions and approaches to ensure proper records retention management processes are being followed;
➢ Provide technical and subject expertise and assistance to the departments;
➢ Assist with information categorization and efficient retrieval of records;
➢ Assist the Board Governance Coordinator with the implementation of a new electronic agenda, minute recording and agenda tracking process that will ensure efficient meeting processes;
➢ Conduct annual audits to ensure records management processes and best practices are followed;
➢ Develop documentation describing the records systems and its use;
➢ Monitor, review and guide departments and/or schools to assess compliance to Board records management policies and procedures;
➢ Attend and participate in departmental meetings;
➢ Ensure appropriate information management storage and retrieval processes are in place;
➢ Facilitate exchange of information between and within departments;
➢ Provide leadership in fostering equity and inclusiveness in the development and implementation of programs and services; and
➢ Other related duties as assigned.

Qualifications:
➢ Three year community college diploma in Records Management with a minimum of three years progressively responsible related experience, or an equivalent combination of education and experience;
➢ Knowledge and understanding of Board and departmental policies and procedures, related legislation and Ministry directives;
➢ Experience in developing and implementing an enterprise-wide information management system;
➢ Knowledge of related Board policies and procedures, Education Act, MFIPPA and relevant regulations;
➢ Excellent written and oral communication skills including effective presentation skills;
➢ Knowledge of records management theory and principles, life cycle management and applying retention and disposition to records;
➢ Demonstrated project management skills;
➢ Strong attention to detail and organizational skills;
➢ Proven ability to communicate effectively (both orally and in writing) with staff, and internal/external organizations;
➢ Demonstrated ability to work with confidential information;
➢ Proven ability in promoting equitable practices which value inclusiveness and diversity; and
➢ Proficient computer skills including records management classification system, shared drive records management structure word-processing, spreadsheet, database applications, email, and internet.
Special Requirements:
➢ Requires occasional travel across the TDSB

Location: This position is currently located at 5050 Yonge Street (wheelchair accessible).

Please Note:
Applications must be submitted:
1. in résumé form with a covering letter to: application.submission@tdsb.on.ca
2. with competition # SCH II-14-0224NRE in the subject line of the covering letter.
3. no later than 12:00 p.m. on December 3, 2014.

Only applicants selected for an interview will be contacted. Applications will not be acknowledged in writing.

We strive to meet the accommodation needs of persons with disabilities. Applicants are encouraged to make their needs for accommodation known in advance during the application process.