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Records Analyst

Req ID: 25080
Vacancy Type: Permanent 
Number of Positions: 1  
Closing Date: 05/22/2024

Job Summary

Provide corporate support and share knowledge of the design, creation, implementation and management of the records management program. Develop standards, best practices, advanced techniques, and technology to increase competencies amongst staff. Provide consultative services, support, training, analysis and development of solutions, information management concepts and best practices and protections of City information assets. Research and be familiar with legislation and standards to ensure the Corporation Records Management program is in compliance with industry standards and best practices are being met.

Duties and Responsibilities

•    Help manage, deliver and provide input into the design, development and maintenance of the Records Management Program.
•    Conduct research and analysis, provide guidance and build information management solutions and recommendations and assist in the implementation of solutions, recommendations, changes, new processes or new technologies.
•    Develop and maintain training plans and materials. e.g. presentations, workshops, handouts, webpages and self-help materials.
•    Deliver informal and formal training and information sessions to records staff and City staff related to information management and related tools and best practices. E.g. Basic Records management and SharePoint team site training.
•    Continuous development and maintenance of: City Classification System (CCS), Records Retention Schedule and Records Management Manual
•    Monitor, upgrade, develop and support information management systems
•    Provide consultation services, education, coaching and functional guidance in support of the Records Management Program
•    Raise awareness and promote the records management program and develop related content.
•    Lead and/or participate in management of various records management projects. E.g. user requirements discovery and analysis, electronic records management, updating and implementing updated CCS and records retention by-law; digitization of information, and email management.
•    Responsible to plan projects, organize, communicate, document, monitor and control, gather resources, define scope, work structure breakdowns and deliverables, and ensure that project timelines are met.
•    Analyze, research, review, gather data and statistics, interview, gather requirements, map and assess workflows and processes, understand culture and verify information
•    Coordinate quality assurance and records disposition process and establish metrics to monitor process for departments, including creation of reports, monitoring and analyzing departmental trends.
•    Provide backup to Supervisor, Records Services as required.
•    Perform other duties as assigned. 

Skills and Qualifications

•    Post-secondary education in Records and/or Information Management or equivalent from an approved institution.
•    Three years' experience in the records management field, preferably in a municipal government setting.
•    Strong research, analytical and problem solving skills to investigate, evaluate and recommend information management solutions.
•    Knowledge and familiarity with information management systems (e.g. Gimmal Physical and SharePoint) and Microsoft Office desktop applications is required.  
•    Ability to use SharePoint to build and modify solutions and publish web pages and content an asset.
•    Sound knowledge of records management principles, methods and standards required.
•    Training, facilitation and presentation skills to all levels of staff. Strong communication skills.
•    Must be able to work on own and in a team environment.
•    Demonstrate organizational skills, take initiative, work under time constraints, prioritize duties and meet deadlines.
•    Experience in project management and change management processes are an asset.
•    Physically capable of lifting up to 35 lbs.

Hourly Rate/Salary: $ 67,068.00 - $ 89,424.00 
Hours of Work: 35 
Work Location: Civic Centre 
Department/Division/Section: CPS/Corporate Services Dept , CPS/Office of the City Clerk , Records Mngment Services 
Non-Union/Union: Non Union 


A Criminal Record and Judicial Matters Check (Level 2) or Vulnerable Sector Check (Level 3) will be required of the successful candidate, at their own expense, to verify the absence of a criminal record for which a pardon has not been granted.

We thank all who apply, however, only those candidates selected for an interview will be contacted. You can also check your application status in your candidate profile online. 

All personal information is collected under the authority of the Municipal Act. 

Equity, Diversity and Inclusion
The City of Mississauga is committed to creating a respectful and supportive workplace that fosters a culture of equity, diversity and inclusion which broadly reflects the communities and residents we serve. Throughout the employee life cycle, the City is working to include an EDI lens to attract, retain and support the growth of diverse talent. 

Learn more about the City’s commitment to Equity, Diversity and Inclusion.

The City of Mississauga is an Equal Opportunity Employer and is committed to removing barriers in our selection process for people with visible and invisible disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. 

If selected to participate in the recruitment, selection and/or assessment process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.   



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