hour/week (non-management) Manager of Legislative Services AD Grid Level 7(b) 27. Corporate Services Legislative Services Admin. Bldg.

Transcription

1 EDRMS Implementation Technician AD Grid Level 3(c) hour/week (non-management) Manager of Legislative Services AD Grid Level 7(b) 27 Corporate Services Legislative Services Admin. Bldg. The Corporate Services division is responsible for financial, legislative, assessment, information systems, procurement and risk management/insurance functions and support for the organization. The Legislative Services department provides high-level administrative, clerical support and results-oriented service to all County departments, the Council Members, and the Chief Administrative Officer. The County Of Grande Prairie is upgrading its Electronic Document and Records Management System (EDRMS) from HP TRIM to Collabware (a SharePoint addon). The EDRMS Implementation Technician position will assist and support the Corporate Records and Information Coordinator as well as all County departments as required during the upgrading/implementation of the new EDRMS system. This position will take direction from the Corporate Records and Information Coordinator, and report directly to the Manager of Legislative Services.

2 Work as a part of a team to deliver the objectives of the records management program including adherence to filing practices, use of manual and automated records management systems, and compliance with current policies and legislation; Effectively coordinate the retention and disposition of records to ensure adherence to the records retention schedule (file plan); Provide input and support for the implementation and maintenance of Electronic Records Management System including training, testing, troubleshooting, support, set up, access and security provisions for the implementation of the new Records System; Coordinate metadata modelling and document naming conventions at the corporate and business unit levels; Assist with writing and implementing records management policies and procedures; Assist with writing and maintaining the EDRMS governance plan; Assist with writing all rules and policies for the new file plan; Assist with writing Standard Operating Procedures (SOPs) for the new system; Monitor processes along with the Records Coordinator for transferring, migrating records and disposition of information in accordance with records retention schedules; Verify entered departmental data by reviewing, correcting, deleting, or reentering data; Define file plan security caveats for both electronic and physical records; Prepare source data for computer entry by compiling and sorting information and establishing entry priorities; Test new EDRMS changes and upgrades by inputting new data and reviewing output; Maintain confidences and protect operations by ensuring all work related information is kept confidential as per policy and in accordance with the Freedom of Information and Protection of Privacy Act (FOIP); Enter document metadata by inputting alpha-numeric information via keyboarding using defined naming conventions; Assist in file searches, and perform inactive file retrievals; Create electronic files as required; Contribute to team effort by accomplishing related results within strict timelines; Complete other duties, including research, as required.

3 Education and Experience: An Office Administration certificate with experience performing records management duties in a computerized records management environment; A two year Records Management Diploma or completion/partial completion of an undergraduate or graduate degree in Library, Archival and Information Studies would be considered an asset; Freedom of Information and Protection of Privacy Certification considered an asset; Education and/or experience with SharePoint would be considered an asset; Advanced skills in databases and records management software an asset; Knowledge of local government procedures and three years experience in a municipal setting an asset. Skills and Abilities: Ability to operate a variety of software applications, including SharePoint 2013 and MS Office 2010 or newer versions of the same; Proficient keyboarding skills; Ability to communicate tactfully, clearly, and effectively via oral and written communications; Ability to exercise mature judgment to deal effectively with other County staff; Ability to prioritize own workload and set priorities; Ability to maintain a high degree of accuracy and consistency when performing duties; Ability to work as part of team, cross train, and remain flexible within a changing work environment; Ability to identify and manage external deadlines and time pressures; High degree of discretion and professionalism; Good organizational and time management skills; Ability to comply with records management practices as stated in the Records and Information Management Policy.

4 Preferred: Fire Extinguisher Required: Winter Driving Fundamentals/Defensive Driving Workplace Violence Prevention BUDDIE Enterprise FOIP General Awareness WHMIS Hazard ID, Assessment, and Control Electronic Records Training Call 2 Order Training

5 I have read this job description: Incumbent s Signature Name (print) Date This job description is an accurate statement of the position s assigned duties, responsibilities, and reporting relationships, as indicated in the current organizational chart. Supervisor s Signature Name (print) Date This Job Description is in the appropriate format and contains sufficient data for its evaluation in the County Job Evaluation Plan: HR Manager s Signature Name (print) Date Attachment: Organization Chart