As the Physical Information Analyst (PIA), you will ensure integrity and authenticity of the County’s physical information and provide expertise and support for storage, destruction and archiving of physical document and media. You will have responsibility for managing and executing the physical inactive records management program, under the governance of our corporate records program.
As the lead of the physical records program, you will be responsible to maintain the Corporate Records Center and off-site operations facilities, equipment, system tools and security access. You will receive and process all information transferred to inactive records and storage in accordance with established retention and disposition schedules. You will also be responsible to generate reports related to the inactive records programs activities and programs. You would support, promote and maintain the confidential destroy program at the County. Plus, support knowledge of compliance requirements as outlined in organizational and/or departmental policies or procedures/processes.
- Manage and maintain the inventory of physical content (type, current status, location) and plan for projects and activities in a proactive manner
- Conduct periodic records management quality control reviews, compliance audits, risk assessments and surveys to measure the effectiveness of the records management program
- Assist with the management of the County’s inactive records for the purpose of ensuring that records are retained and/or destroyed as outlined in the records retention and disposition schedule. Classify, code, cross-reference, log and store records of all media types, according to the County’s Records Retention Policy
- Respond to specific requests by searching, locating, retrieving, and delivering information assets through established procedures and delivery systems in a timely manner. Create and manage user accounts and security for both in inactive system and the Corporate Records Center
- Assist with user’s orientation, training and cross-training for new employees and stakeholders
- Liaise with external service providers (off-site storage) as required when submitting new records or searching and retrieval of physical records from off-site storage
- Manage the delivery, retrieval pick-up and all services for all confidential destroy consoles. Work with all departments and vendor on confidential destruction costs, service, and requirements for extra shredding that is not within the contractual agreement (one-time collection)
- Update all processes and procedures as required
- Assist with the protection of vital records program. Identify records and information that must be protected from potential loss. The protection method will depend on the media type, available resources and the environment
Skills and Abilities
- Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, team work, initiative/self-management and accountability, and flexibility/adaptability
- Demonstrated ability to exercise good judgement and discretion in dealing with difficult situations and/or respond to internal/external enquiries
- Ability to travel to off-site locations
- Knowledge of current trends in the use of information management technology and social media
- Communicate effectively with stakeholders, verbally and in writing. Analyze personalities and team dynamics
- Successful completion of a relevant diploma or degree in a related discipline and a minimum of three (3) years related experience or post-secondary specialized training/certificate with a minimum five (5) years related experience
- Experience in a municipal environment and knowledge of applicable legislation (MGA, FOIP, and ISO 15489) is desirable
- Related certifications (AIIM, PMI, and ARMA) are an asset
Conditions of Employment
Ability to lift storage boxes (up to 35 pounds)
Equivalencies of education and experience may be considered.
This competition may be used to fill future vacancies for similar positions within the next 6 months.
Competition #092-2019-EXT-ITS closes March 31, 2019
Thank you for your interest in Strathcona County. We only contact candidates selected for interviews.
A cover letter must be submitted along with a resume describing the interest in this position.