Position Title: Records Management Officer
Location: Education Center, Directors Office (60 Wellington Street West, Aurora, ON, L4G 3H2)
Salary: $67,552 - $76,031
Application Deadline: August 24, 2020
Interested candidates are required to complete the following on-line application to the attention of: The Recruitment Team. This position is effective September 1, 2020.
In compliance with Board policies and procedures, responsible for the coordination of the Board’s Records Management and Central Transcript Services and Information Access and compliance with legislation and Board policy and procedures.
To provide programs and services to support the coordination of records management and information access.
To receive and facilitate access to information requests submitted under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
To design and deliver staff training programs.
To coordinate the duties of the Records Management Clerk.
To complete regular records management reviews of Board departments and schools.
To assist with privacy breach investigations and privacy protection matters
To administer the retention periods of archived records and notify owners when retention periods have expired.
To manage outsourced services to provide document storage and destruction per established retention guidelines.
To oversee and manage the process to identify and direct vital records to special storage.
To research and provide recommendations related to records security.
To collect personal records and information applicable to Human Rights Tribunal of Ontario (HRTO) applications and legal claims.
To manage the communication of applicable policies and procedures and provide assistance to Board staff and the public.
To conduct ongoing research to ensure best practices are adhered to regarding information collection, use, disclosure, retention and disposition.
To monitor revenue applicable to Central Transcript Services operations.
To prepare and review reports, manuals and correspondence.
To hire, supervise, conduct employee performance appraisals and participate in the grievance and disciplinary process as required.
To perform other duties as assigned.
EDUCATION, EXPERIENCE AND QUALIFICATIONS:
A post-secondary degree in Information Science or a diploma in Records Management or related field. Certified Information Privacy Professional (CIPP) and Certified Records Manager (CRM) professional designation preferred, or equivalent as approved by the Board.
Professional accreditation from the International Association of Privacy Professionals (IAPP) is an asset.
Knowledge of legislative and regulatory requirements for records retention including the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Personal Health Information Protection Act (PHIPA) and the Education Act.
Three to five years of direct experience in records management.
Proficient working knowledge of information management system strategies.
Experience with building and maintaining a records and information management (RIM) program.
Strong analytical, problem-solving and negotiation skills are required.
Excellent computer skills utilizing office productivity tools including email, word processing, database and spreadsheet applications are required.
Ability to deal effectively with a variety of individuals and groups both within and outside the Board is required.
Equity, Diversity and Inclusion Statement
The York Region District School Board (YRDSB) believes in giving each and every applicant an equal opportunity to succeed on their own merit and we strive to hire staff that reflect and support the diverse perspectives, experiences and needs of our students and our communities. We remain committed to upholding the values of equity, diversity, and inclusion in our living, learning and work environments. We know that diversity underpins excellence, and that we all share responsibility for creating an equitable, diverse and inclusive Board-community. Therefore, in pursuit of our values, we seek members who will work respectfully and constructively with differences and across the organizational hierarchy in actualizing the Board’s priorities, goals and principles outlined in the Director’s Action Plan.
We actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to:
First Nations, Métis and Inuit peoples, and all other Indigenous peoples;
members of groups that commonly experience discrimination due to race, ancestry, colour, religion and/or spiritual beliefs, or place of origin;
persons with visible and/or invisible (physical and/or mental) disabilities;
persons who identify as women; and
persons of marginalized sexual orientations, gender identities, and gender expressions.
At YRDSB, we recognize that many of these identities intersect and therefore, equity, diversity and inclusion can be complex. We value and respect the contributions that each person brings to enriching the Board and are committed to ensuring full and equal participation for all in communities that we serve.
Accessibility and Accommodation Statement
We also recognize our duty to accommodate and foster a culture of inclusion. Consistent with the principles of dignity, individualization and inclusion, we will make any appropriate accommodation based on any of the protected grounds in the Human Rights Code to support candidate participation in the hiring process. When contacted, candidates will be provided with an overview of the various elements of the hiring process, such as skills assessments, written practicum, presentation, interview, etc. We will provide accommodations during the hiring process. If an accommodation is required, please inform the Recruitment and Retention Team in advance of any part of the process. All information received relating to a candidate’s required accommodation will be addressed confidentially by the Recruitment and Retention Team.
All applications will be screened based on the required education, experience and qualifications as noted in the posting and job description and as reflected in the application. Only those candidates meeting these criteria will be eligible to participate in the selection process and only qualified candidates will be contacted.