Position Description Title Corporate Information Officer Directorate Corporate Resources Department Information Technology Location Camberwell office Classification Band 4 Position code CRITCIXXCIO Position purpose To assist in maintaining efficient and effective Corporate Information systems for the City of Boroondara and provide information services for all Council departments.
Reporting relationships Reports to: Internal liaisons: External liaisons: Coordinator Corporate Information Corporate Information staff Information Technology staff All other Council staff Storage providers Couriers/freight companies Assessment criteria The position will be assessed against the following items: Council Plan Business Plan Performance review and enhancement program (PREP) Risk management Boroondara values statements Duties and responsibilities Assist in maintaining and improving Council's records and information management systems and practices Perform, as part of the team, daily processes and tasks, as listed below: Opening, sorting and processing of incoming mail Scanning, classification, registration and distribution of inwards correspondence items including non standard and 'classified' correspondence. Incoming cheque, money order and credit card processing Provision of files, documents and information as required File movements, including returns Loose document filing Assist with completion of daily internal distribution rounds Outgoing mail processing Completion of regular file location audits Completion of team statistics
Decision making in regard to appropriateness of responses such as standard acknowledgements and immediate reply to correspondence Assist the Senior Corporate Information Officers and the Coordinator Corporate Information in the delivery of projects or additional tasks as requested. Ability to maintain a high level of confidentiality Advise all Council staff of the correct procedures to apply when completing routine Corporate Information functions Ability and willingness to support ongoing effort toward electronic document management. Conduct senior responsibilities during short term absences as required Document management Document management is a shared responsibility between staff, managers, corporate information and system administrators. ECM is the corporate document management system. The Council Service Charter requires a final or interim response to incoming correspondence be provided within 10 working days. If an interim response is provided, it will detail when a full response will be provided. All staff are responsible for making and keeping complete full and accurate records in the Corporate System ECM that adequately document Council business activities and support any decisions made. This further extends to making information available to other staff through ECM improving the overall service provided by Council. Risk management Follow established safe working practices, procedures and instructions Take reasonable care for their own OHS and that of their colleagues Seek assistance when unsure of practices and procedures to perform a task Report all incidents, accidents, injuries, near misses and potential risks as soon as practicable to their supervisor Actively participate and contribute to audits, team meetings and training
Accountability and extent of authority Decide on matters of routine process while acting within team policy and standard practice The Coordinator Corporate Information and/or Senior Corporate Information Officer must approve any process requirement that is outside of team policy or standard practice The Coordinator Corporate Information must approve any action requiring greater authority Judgment and decision making Make decisions in line with team policy and standard practice Capacity for decision-making and the ability to articulate reasons for decisions made Positively contribute to the Corporate Information team and participate in team meetings and decision-making activities Guidance and counsel are always available within the time available to make a choice Specialist skills and knowledge Knowledge of records management practices and records management software systems Competent knowledge of computer systems including records management database(s) Ability to follow administrative procedures Skilled in money handling and/or cashiering processes Demonstrated knowledge of records management principles Demonstrated fast and accurate keyboard skills Skilled in gathering statistical information Management skills Ability to perform tasks as part of a team and with minimal supervision Understanding of policies and procedures relevant to employees Basic knowledge of personnel practices
Interpersonal skills Well developed verbal and written communication skills Ability to liaise with staff at all levels of the organisation when supporting and informing staff of procedures and requirements. An understanding of the value of quality customer service from the Corporate Information department Qualifications and experience Minimum qualification is Victorian Certificate of Education or equivalent Demonstrated administrative experience where initiative and proactive behaviors are utilized Experience in computer systems, especially database use. Experience in payment processing and/or cash receipting Relevant tertiary qualification or work experience in Records Management is advantageous Selection criteria Demonstrated knowledge of Records Management practices. Experience in payment processing and/or cash receipting Experience using various computer software systems especially database(s). Effective communication skills to work across departments in order to achieve quality outcomes and encourage electronic document management Demonstrated ability to perform tasks as part of a team and with minimal supervision An understanding of the value of quality customer service from the Corporate Information department Demonstrated fast and accurate keyboard skills