Hiring Records and information analyst | $45.26 hourly

City of Toronto’s City Clerk’s Corporate Information Management Services is inviting applications from suitable candidates for the position of Records and information analyst. City of Toronto’s City Clerk’s Corporate Information Management Services division excels in information management and governance. Specializing in records management, it ensures transparent and accessible municipal data. It supports the city’s administrative functions, contributing to Toronto’s reputation as a well-managed and transparent municipality in the market. The candidates selected for the vacancy will be required to start the work as soon as possible.

Job Description:

Employer Name: City of Toronto
Division: City Clerk’s Corporate Info Mgmt Svcs
Section: City Clerk’s
Position: Records and information analyst
No of Vacancies: 1
Salary: $41.33 – $45.26 hourly
Employment Type: Full Time/Temporary
Job Category: Records and Information Management
Affiliation: L79
Location: Toronto, ON
Shift: Monday to Friday (35 hours per week)
Job ID: 44132

Requirements:

Languages: Candidates must have knowledge of the English Language
Education: Candidates should have Post-secondary education in records and information management or an equivalent combination of education and experience
Experience: Candidates should have extensive experience in the lifecycle management of records and information in all media

Physical Requirements:

• The candidates should possess the ability to work as part of a team while being independently responsible for assignments
• The candidates should showcase the ability to work effectively in an environment with multiple priorities and pressures with minimum supervision

Other Requirements:

• The candidates should possess extensive experience in the lifecycle management of records and information in all media. This includes the preparation of records inventories for electronic and physical records, setting access rights, establishing standard metadata elements for records in all formats, analyzing business processes in collaboration with business units to enable digitization, preparing retention schedules for traditional (e.g., physical records and electronic record formats)
• The candidates should have experience leading or coordinating record-keeping projects and staff. This involves preparing project plans or charters, setting clear objectives and deliverables, estimating resources, timelines, and milestones, providing necessary orientation to project staff, preparing procedures for ongoing program sustainability, and coordinating resources to successful completion
• The candidates should possess considerable experience working with document/records management technologies, such as LiveLink, SharePoint, OpenText, Documentum, ProjectWise, Gimmal Soft, and TRIM
• The candidates should have experience in planning, developing, and delivering training to individuals and groups, such as., end-users, on records and information management practice. They should also have knowledge of metadata and data entry standards for active and inactive records
• The candidates should demonstrate a proven commitment to delivering superior customer service and the ability to provide troubleshooting support
• The candidates should be familiar with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), City of Toronto Act, Toronto Municipal Code Chapter 217, and Information Management Accountability Policy
• The candidates should have excellent oral and written communication skills to interact with all levels of staff, from front-counter staff to executive management, with tact and diplomacy
• The candidates should demonstrate the ability to handle confidential and sensitive information with discretion and tact

Responsibilities:

• The candidates should be able to research and analyze records and information management (IM) current industry policies, procedures, and practices and prepare reports and make recommendations to the divisions for their implementation
• The candidates should be able to work collaboratively with City divisions and other stakeholders to understand record-keeping issues from specific and general contexts and provide advice to City Divisions and agencies on information management policies, procedures, and practices
• The candidates should be able to identify gaps in the current divisional record-keeping practices and recommend improvements to systems and business processes and conduct Information Management needs analysis through client interviews, observations, and questionnaires to create File Plans for paper and digitized/electronic records
• The candidates should be able to provide assistance in locating records for requests under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and determine systems requirements for efficient information handling, including records creation, classification, filing, retrieval, indexing systems, retention scheduling, and vital records protection
• The candidates should be able to advise and engage in the design, development, and auditing of physical and electronic records and information management systems for collecting, processing, storing, retrieving, and protecting records and information for all City Divisions and recommend data structures, including records management forms, to ensure proper analysis and capture of information assets and holdings
• The candidates should be able to liaise with business unit management and senior Information Management staff on the establishment of retention schedules and categorize and classify records and develop retention schedules and classifications to help get the most value from records and information
• The candidates should be able to identify records for which retention has expired and confirm authorization with divisional management to implement disposition and support goals and objectives of vital records, archives, and forms management programs
• The candidates should be able to develop, organize, and conduct workshops, presentations, and training sessions for City staff and develop and provide training on record-keeping principles and practices, including public access and privacy, to City staff
• The candidates should be able to collaborate with divisions to determine records retention periods for incorporation into the City’s Records Retention Schedule and research federal and provincial statutes and regulations to determine legal requirements for records creation, retention, and accessibility
• The candidates should be able to monitor records management practices in the divisions for compliance with established policies and procedures and maintain current knowledge of developments in information management and technology to identify pragmatic approaches, processes, and tools for record-keeping
• The candidates should be able to develop policies and procedures on divisional information management systems and identify and prepare inventories of records and information in all media
• The candidates should be able to actively engage in the development and implementation of new electronic records systems (EDRMS) and research and make recommendations on technological developments and the selection and acquisition of information retrieval and storage equipment
• The candidates should be able to assist in locating records required for audits, investigations, and in support of the information needs of senior divisional management and coordinate Information Management projects in collaboration with corporate clients, including the preparation of project plans and reports, as appropriate
• The candidates should be able to provide work direction to supporting staff

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your resume) through the below-mentioned details.

Apply Online

We thank all the applicants for showing their interest and trust in us, however, only the most eligible candidates will be selected and conducted for further procedure directly from employers, in between no charges/fees or original documents will be asked from any applicant. All the best!

Check the latest available jobs in Canada