Records Management Specialist

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Records Management Specialist

Summary

To provide advice, guidance, and training to all areas of the organization to assist with the efficient and effective operation of the records management lifecycle, including the creation, classification /indexing, archive/ retention, storage/security and purging of electronic and hardcopy records; maintains and administers the off-site records management program; and processes requests for information in accordance with established processes and procedures.  

You Will:

• You will support the organization’s records management requirements for the governance, risk management, and compliance of electronic and hardcopy records.
• You will develop and maintain the organization’s Records Retention Schedule, By-law, and Procedure in compliance with federal, provincial, and municipal legislation, policy, and bylaws related to records retention; and prepare reports to the police services board as required in consultation with the Legal Services Branch.
• You will be responsible for the organization’s off-site records management program and system, including developing standard operating procedures for the sorting, indexing, labeling/naming conventions, and storage of records.
• You will coordinate the completion of record inventories in the custody and control of the police service, including regular reviews and updates to the Public Information Index/Directory of Records as required by the Municipal Freedom of Information and Protection of Privacy Act.
• You will administer audits to ensure organizational compliance with legislation and Procedure, reconciling inventory, and managing the accession, retrieval, and refiling of records.
• You will develop and deliver presentations to Branches, Divisional Management Teams, and the Senior Leadership Team and provide practical training and guidance to members, including supervisors, on records management.
• You will collaborate with large teams across the Service and other police agencies (e.g., OACP LEARN) to develop recommendations regarding best practices and processes for records management.
• You will assist with the scanning, indexing, and classification of records for the Records/ATI Branch, including adding, modifying, removing, and verifying records on applicable information systems, including the RMS and CPIC systems.
• You will prepare records for release to various national, provincial, and local agencies using Niche, Legacy, PRIDE, PIP, microfilm, and/or hard copies of occurrences.

You Have:

•    Comprehensive knowledge of records and information management, including records keeping principles, query methods and storage systems is required; normally obtained through post-secondary education in Records and Information Management, Access and Privacy, Data Quality Management or other related field. A combination of education and experience may be considered.
•    A minimum of two (2) years of relevant experience providing advice and best practices knowledge in records and information management or a related field is required.
•    A minimum of one (1) year of relevant customer service experience is required.
•    Demonstrated understanding of audit principles and process developments/improvements is an asset.
•    Education and experience in adult education, training, and learning is an asset.
•    Ability to reference, interpret, and apply applicable legislation, policies, and procedures is required to ensure processes remain compliant.
•    Intermediate level ability using Microsoft Office programs including Word, Excel, PowerPoint, Outlook and Access.
•    Ability to acquire knowledge of the Intranet/Internet, and police computer networks and systems such as RMS, and Information Management system (Zasio) and ICON to perform queries, data entry, and to locate information and send messages
•    A valid Class ‘G’ Driver’s License with no more than six (6) demerit points required to travel within and outside of the Region.

You Are:

• Excellent at delivering presentations to members and Senior Leaders as needed.
• Highly skilled in communication, providing guidance, advice, and recommendations to others in a positive and constructive manner.
• Exceptional in interpersonal interactions, effectively engaging with internal members of all ranks, external stakeholders, and customers.
• Clear and concise in your written communication, effectively conveying practices and processes to a variety of stakeholders.
• A strong self-starter with the ability to work under minimal supervision.
• You demonstrate flexibility, resiliency, and agility in managing a dynamic and changing workload, as well as adapting to ongoing changes in practices and processes.
• Excellent at time management and organization, prioritizing multiple initiatives, readjusting priorities as needed, developing a work schedule, monitoring progress toward goals, and effectively tracking details, data, and information in a fast-paced environment.