Records Coordinator (Continuous)
Information Technology Department
Victoria is a vibrant, diverse, and sustainably focused capital city, where human well-being and the environment are priorities and where the community feels valued, heard, and understood. As part of its commitment to modernization, efficiency, and information governance, the City is seeking a Records Coordinator to play a key role in the ongoing development, implementation, and maintenance of its corporate records management program, including the development and implementation of a modern Electronic Document and Records Management System (EDRMS) using Microsoft SharePoint Online and Purview.
Reporting to the Supervisor of Archives and Records, this position coordinates day-to-day records management activities, participates in corporate records projects and training, and works closely with departments to ensure compliance with recordkeeping policies and procedures.
Our ideal candidate has a passion for delivering public sector excellence, is customer service focused and truly understands and promotes the significance of records management in the municipal environment. If you are passionate about records management and want to contribute to the City’s ongoing efforts to improve its information governance practices, we invite you to join our dynamic team. Your expertise will be pivotal in shaping the future of the City’s records management landscape.
POSITION FUNCTION
Reporting to the Supervisor, Archives and Records, the Records Coordinator plays a key role in contributing to the ongoing development, implementation, and maintenance of the City’s corporate records management program and related policies and procedures. This position coordinates the day-to-day records management activities, participates in corporate records projects and training, and works closely with departments to ensure compliance with recordkeeping policies and procedures.
KEY DUTIES
- Develop, implement, and monitor records management policies and procedures for the classification, storage, retrieval, retention, and disposition of records in compliance with legal requirements and City policies.
- Establish and maintain systems to ensure that records in both physical and digital formats are managed throughout their lifecycle, according to professional standards and best practices.
- Survey and inventory City records. In collaboration with departmental stakeholders, analyze departmental functions, activities, workflows, and records requirements, recommending appropriate classification and supporting development of retention schedules.
- Provide subject matter expertise and guidance in the development and maintenance of the City’s Electronic Document and Records Management Systems (EDRMS). Coordinate the configuration of the corporate file plan, metadata, and retention policies and labels.
- Manage offsite records services for City departments, facilitating file transfer, storage, and retrieval of City records.
- Coordinate the secure destruction of records in accordance with established retention schedules and legal requirements.
- Act as a corporate liaison, providing information, advice, assistance, and guidance to City staff on records management policies, procedures, and compliance.
- Provide training and support to employees on records management best practices, policies, and systems.
- Support the transfer of City records to the Archives for long-term preservation and access.
- Track, analyze and disseminate statistical information and prepare reports as required.
- Enter data into record-keeping systems, ensuring accuracy and completeness and making necessary revisions and modifications as required.
- Collaborate with cross-functional teams to develop and improve information governance practices, including data protection and accessibility.
Perform related duties where qualified.
INDEPENDENCE
- Work is generated by records management objectives, departmental workplans, operational demands or is assigned by Supervisor.
- Work is reviewed through discussions with Supervisor.
- Issues such as the destruction of records are referred to Supervisor.
WORKING CONDITIONS
Physical Effort:
- Sit with arms unsupported while keyboarding. (occasional)
- Lift and carry heavy materials. (occasional)
Mental Effort:
- Long periods of intense concentration while reviewing records and configuring retention policies and labels. (often)
- Meet Multiple timelines. (often)
Visual/Auditory Effort:
- Focus on a variety of source data and computer screens for short periods. (often)
Work Environment:
- Office.
- Exposure to dust and mildew from archival materials and records. (often)
KEY SKILLS AND ABILITIES
- Ability to implement and apply records and information principles and procedures, especially in a digital recordkeeping environment.
- Experience with technologies and systems used for records and information management (familiarity with Microsoft SharePoint an asset).
- Knowledge of records and information legislation, standards, and best practices (familiarity with the Local Government Management Association’s (LGMA) Records Management Manual an asset).
- Knowledge of the structure and functions of local government.
- Ability to establish and maintain effective working relationships with all staff, public and outside agencies.
- Proficient in both written and oral communication.
- Ability to organize and prioritize work efficiently in a high-pressure environment, while maintaining a high level of attention to detail.
- Ability to prepare and present reports and training sessions.
QUALIFICATIONS
Formal Education, Training and Occupational Certification:
- Certification in Records Management, or an undergraduate degree in Information Management, Library or Archival Studies, or related discipline. (4 years)
Experience:
- 3 years of related experience or an equivalent combination of education and experience.
OTHER:
- May be requested to substitute in a more senior position.
Work schedule: Monday to Friday, (35 hour work week)
$48.05 per hour, Pay Grade 14 (under review)
Job Code #4456
This is a CUPE Local 50 Position
To apply for this opportunity you will need to create an online profile or log back in to our career portal at www.victoria.ca/jobs – only online submission will be considered. All applications must be submitted online by 4:30 pm on the closing date noted on the posting. Please be prepared to provide proof of qualifications and supporting materials as outlined in your resume.
At the City of Victoria, we are committed to integrating equity, diversity, inclusion, and accessibility into our programs, policies, spaces, and services. Our goal is to cultivate a diverse and inclusive workforce that reflects the community we serve and aim to become. Individuals who are Indigenous, racialized, immigrants, persons with disabilities, 2SLGBTQIA+, or facing any additional barriers are encouraged to apply. Accommodations will be available upon request throughout the application and selection process.
If you require assistance, please email us at careers@victoria.ca.