Description:
We take our core values of Trust, Respect, Integrity and Pride seriously and apply these standards to everything we do. We foster a working environment that reflects our community’s diversity and respects people’s dignity, ideas and beliefs. The City of Kingston views diversity as its strength and encourages people from all backgrounds, including but not limited to women, racialized groups, Indigenous peoples, Persons with Disabilities and persons who identify as members *2SLGBTQ+ communities, to apply.
Position Summary
Reporting to the Corporate Records & Information Officer, the Information Compliance Analyst is responsible for improving the management of digital information asset across the Corporation. The Information Compliance Analyst will promote desired information management principles and practices and will be a resource to information management projects to ensure compliance with the Corporate Files Classification System, the Information Management Policy, and the City’s Records Retention By-law. The position will be the lead subject matter expert with respect to the Electronic Content Management System and the completion of the Council/Committee Agenda Management System. The position will be responsible for staff training with a focus on technology and procedures aimed to enhance the management of electronic records within the City Clerk’s Department and across the Corporation.
Key Duties & Responsibilities
- Manage comprehensive departmental information management projects while ensuring compliance with the corporate files classification system, the Information Management Policy, and the City’s Records Retention By-law.
- Lead departmental subject matter expert with respect to the Electronic Content Management System (Office 365 and SharePoint Online) and the completion of an enhancement to the Council/Committee meeting document management process.
- Responsible for staff training with a focus on technology and procedures aimed to enhance the management of electronic records within our department and across the Corporation.
- Provide consulting services on various information management initiatives including assisting departments on measures to protect the confidentiality of personally identifiable information.
- Create, revise, and deliver training programs on information management best practices, access and privacy, and information management software.
- Assist in the development of information management procedures and guidelines and their implementation within the organization.
- Prepare project plans, including statistical and status reports, on the progress of project initiatives.
- Perform procedural analysis (work flow) within information management projects.
- Maintain and enforce information management policies and procedures.
- Conduct research and assess information for its legal, administrative, operational and archival value.
- Create and maintain information management manuals and communication material.
- Assist in the coordination of requests for information under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and Personal Health Information Protection Act (PHIPA).
- Assist the Corporate Records & Information Officer with strategic planning initiatives.
- Research, develop, coordinate and implement security an recovery initiatives to ensure information is protected and accessible.
- Other duties as assigned.
Qualifications, Competencies
- 3 year diploma or degree in computer science, library science, history, museum studies or equivalent records/information management program.
- 2 years experience with Office 365, SharePoint, and/or other electronic document management/content management software.
- Experience in project management and familiarity with project management methodologies preferred.
- Experience with filing, classifying and assigning records to varying categories.
- Experience in workflow analysis an asset.
Skills, Abilities, Work Demands
- Demonstrated knowledge of federal and provincial statues relating to record retention and MFIPPA.
- Demonstrated knowledge of MS Office applications, project management and records management software.
- Strong background in document and content management tools such as Office 365 and SharePoint Online.
- Demonstrated understanding of user experience design and design-thinking skills.
- Understanding of system integration concepts.
- Information classification expertise at the enterprise level.
- Ability to link information management recommendations to business goals and outcomes.
- Strong, effective customer service and interpersonal skills.
- Ability to work in a team environment and to function effectively with minimal supervision.
- Demonstrated training, presentation, negotiation and consultative skills.
- Excellent organization skills including: able to prioritize, keep accurate and organized records and efficient management of workload while meeting timelines.
- Strong customer service skills including tact and diplomacy.
- Ability to work effectively and independently with minimal supervision in a team environment.
- Strong data management skills including tool development, data collections, inputting, analysis and reporting.
- Adherence to strict confidentiality requirements.
- Must obtain and maintain a satisfactory criminal record check at candidates’ expense.