Section: Clerk's Services
Division: Legal and Clerk's Services
Department: Office of the Chief Administrative Officer
Initial Reporting Location: Tom Davies Square
Job Status: Limited Position
Estimated Probable Duration: Up to Eighteen (18) Months
Union Affiliation: CUPE 4705 Inside Unit
Hours of Work: 70 hours bi-weekly
Shift Work Required: No
Range of Pay: Group 9 - $30.49 to $36.07 per hour (subject to review*)
The start date will follow the selection process.
Main Function: Support the use of SharePoint and Microsoft Purview to manage records consistently within our municipality. This role is crucial in an environment that is implementing data loss prevention and automated records retention.
Characteristic: Under the general supervision of the Manager of Clerk’s Services/Deputy City Clerk.
Duties:
1. Maintain and manage electronic records using SharePoint and Microsoft Purview, ensuring compliance with municipal by-laws as well as provincial and federal legislation.
2. Assist in the implementation and monitoring of data loss prevention strategies to safeguard sensitive information.
3. Support the automation of records retention schedules, ensuring timely archiving and disposal of records in accordance with established policies.
4. Provide training and support to municipal staff on the use of SharePoint and Microsoft Purview for records management.
5. Ensure all records management practices comply with relevant legislation and policies, including privacy and security standards.
6. Maintain accurate and up-to-date documentation of records management processes and procedures.
7. Assist in internal and external audits related to records management and data protection.
8. Work closely with Information Technology (IT) and other departments to ensure seamless integration of records management systems.
9. Promote compliance with record management standards.
10. Collaborate with the SharePoint and Power Platform Specialist to manage site collections, document libraries, workflows, and permissions, ensuring the proper configuration of access and collaboration tools.
11. Liaise with departments to plan and implement customized department information management solutions in SharePoint, Microsoft Purview, or other systems as necessary.
12. Undertake special projects or perform other related duties in accordance with departmental or corporate objectives.
13. Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable provincial legislation listed therein.
14. Perform other related duties as required.
Note: The above duties are representative of a typical position and are not to be construed as all inclusive.
Qualifications
Education and Training:
- College diploma in Information Management, Library Science, or a related discipline from a recognized community college with Canadian accreditation.
Experience:
- Over one (1) year up to and including two and one-half (2½) years of experience in electronic records management, preferably within a municipal or public sector environment.
Other Requirements:
- Proficiency in SharePoint and Microsoft Purview. Familiarity with data loss prevention tools and automated records retention systems.
- Strong organizational skills and attention to detail.
- Ability to train and support users effectively.
- Ability to troubleshoot and resolve issues related to records management systems.
- Ability to work with computer software and administrative systems in a Windows environment (e.g., file maintenance, word processing, spreadsheet applications, information input and retrieval, etc.).
- Excellent use of English; verbally and in writing.
- French verbal and written skills an asset.
- Satisfactory health, attendance, and former employment history.
- May require the use of a personal or CGS vehicle on CGS business. Must be physically capable of operating a vehicle safely, possess a valid driver’s licence, have an acceptable driving record, and personal insurance coverage.
Competencies: (click to view)
Competency Library - Level 2 Proficiency (Individual Contributor)
Notice to Job Applicants: Definition of "Assets" on Job Postings — A number of Job Postings will contain items described as "assets" under the Qualifications heading. By way of definition, assets are qualifications which are not required but are deemed to enhance performance and therefore considered in the recruitment process.
This job is also being posted as a development opportunity. Should there be no fully qualified candidate for this position, a candidate who can be expected to meet the required qualifications within a reasonable period of time may be considered for this position as a development opportunity.
Development opportunity range of pay: $29.72 to $34.49 per hour (*subject to review). The successful candidate will be paid at the reduced range until the minimum qualifications have been met.
- Subject to review: The group level and salary range are preliminary and will be confirmed following completion of the formal job evaluation review, in accordance with the City’s salary administration procedures.
