Information Management Coordinator - Records Save job Remove saved job

BASIC FUNCTION

Under the supervision of the Information Management Supervisor, the Information Management Coordinator – Records is responsible for coordinating the activities of the Information Management programme and supporting the public website and staff intranet. This position will support the management of the corporate electronic document records management system (SharePoint Online) and secondary repositories. The Information Management Coordinator – Records will apply proven research, analytical, and problem-solving skills to identify and resolve issues to maximize the benefit of SharePoint Online and associated records repositories. This position is responsible for developing and delivering training and change management sustainment plans to County staff, at the direction of the Information Management Supervisor.

PRINCIPAL RESPONSIBILITIES

Under the supervision of the Information Management Supervisor, the Information Management Coordinator – Records has the following duties and responsibilities:

• Develops a clear understanding of needs, objectives, processes, and system requirements for corporate websites, Electronic Document Records Management System (EDRMS), and the Information Management programme.
• Supports project management activities by participating in decision-making conversations, strategizing, planning, designing, and deploying enhancements to the Information Management programme.
• Researches and recommends new systems and enhancements to existing EDRMS and Information Management programme and procedures.
• Creates, administers and maintains the global Information Architecture of the EDRMS and records repositories.
• Administers the training programme for EDRMS and electronic record and information systems.
• Uses Microsoft Purview to establish system policies that ensure information integrity and quality in EDRMS and associated record repositories.
• Monitor and report on EDRMS using data extracted from Microsoft Purview and Records Policy Manager.
• Monitor and report on Data Loss Prevention and Sensitivity Label policies on Microsoft Purview designed to protect sensitive information across all information systems.
• Conduct regular audits of corporate information systems, repositories, and collaboration spaces to ensure information compliance, integrity, and quality.
• Monitor and report on information systems to enhance functionality, user experience, and ensure compliance with records retention policies and privacy best practices.
• Supports the Information Management Supervisor with all tasks relating to the corporate electronic and paper records management programme.
• Creates departmental change sustainment plans to support end users of EDRMS, and when required, other information systems.
• Works with IT to coordinate the design, configuration, deployment and testing of EDRMS and other information systems.
• Provides coverage and support to the Information Management Coordinator – Webmaster.

MINIMUM QUALIFICATIONS

• Four year university degree in public administration, computer science, communications, data, library or information sciences or related field.
• Certificate in Records and Information Management is an asset.
• Minimum three years of experience or equivalent, preferably in a municipal government setting.
• Experience with municipal government structures, core services and understanding of privacy and record management practices and standards.
• Knowledge and familiarity with information management systems (e.g. SharePoint) and Microsoft Office desktop applications is required.
• Experience working with data governance and records management policies in Microsoft Purview is considered an asset.
• Experience managing a Content Management System including managing permissions, creating digital content, developing layout design and managing workflows.
• Proven success in leading projects and training initiatives with staff from multiple departments either in person or virtually.
• Demonstrated ability to work in a high volume, high stress and politically sensitive environment.
• Experience with image editing software.
• Experience in project management and change management processes are an asset.
• Demonstrated ability to communicate, facilitate and make presentations to all levels of staff.
• Experience in converting documents into accessible documents compliant with the Accessibility for Ontarians with Disabilities Act (AODA).
• Proven success in leading projects and training initiatives with staff from multiple departments either in person or virtually.