Records and Legislative Coordinator (PFT) (CUPE 17.24)
Norfolk County, Canada

Basic Function:

Reporting to the Deputy County Clerk, the Records and Legislative Coordinator is responsible for designing, developing and implementing corporate records and information systems for all County departments including the Haldimand-Norfolk Health Unit. The Records and Legislative Coordinator provides technical records support to document management systems, the Corporate Records Information Management Program, corporate approaches in information systems, applications, and processes. The Records and Legislative Coordinator provides customized user training and guidance to all County staff. In addition, the Records and Legislative Coordinator is responsible for maintaining the municipality’s vital statistics registries as a Division Registrar.

Position Description:

Records Management Coordination:

• Perform business analysis of functional legislative, legal, and operational recordkeeping and evidentiary requirements to identify information, procedures and decision flows and recommend changes for improvement and initiate solutions.
• Implement and review policies, procedures, guidelines, programs and practices related to the management of the Corporation’s official records. Implement and maintain the Records Management Program, in both paper and electronic formats, making recommendations for amendments and updates as required and providing assistance to all service areas.
• Ensure compliance with relevant legislation and regulations related to records management.
• Administer the Records Management By-Law ensuring that service areas adhere to the policies and procedures.
• Conduct audits to assess compliance with records management policies, procedures, and practices. Review and make recommendations for amendments and updates to the policies, procedures, and practices.
• Implement and maintain the corporate classification system for all County and its affiliates records, managing the lifecycle of records. Conduct and maintain an inventory of municipal records, identify and classify all file subjects, assigns retention dates and disposition to new records and ensure files are disposed according to retention records.
• Representative on committees that relate to facility moves or departmental changes that impact records storage and information management in all formats.
• Maintain the Corporation’s inactive and permanent records within the Records Centre; provide records retrieval services for all County departments; manage the physical transfer of records to and from County buildings.
• Collaborate with County Archivist to identify and preserve records of historical value within the Corporation.
• Prepare and deliver corporate records and information management program training, web site content, and provide one-on-one advice to increase education, awareness, and compliance.
• Provide technical records support for end users of records management software upon request.
• Implement a corporate-wide secure shredding system, provide advocacy for secure destruction of confidential temporary documents, and maintain the contract for shredding services.

Legislative Coordination:

• Maintain and coordinate vital statistics registration in accordance with the Vital Statistics Act.
• Commissioner for taking Oaths
• Receive freedom of information requests submitted under the Municipal Freedom of Information and Protection of Privacy Act, issuing search memos, indexing and numbering responsive records, and preparing letters.
• Coordinate research requests for corporate knowledge and information.
• Provide general administrative support to Clerk’s office to ensure deadlines and objectives are achieved, including provision of mail and courier services.
• Serve as a Deputy Returning Officer in accordance with the Municipal Elections Act during Elections by maintaining and updating voter registration lists and candidate enrolment.
• Provide back-up administrative support to the Licensing Officer.
• Other duties as assigned.

Requirements

Knowledge and Experience:

• Community College Diploma or University Degree in Records and information Management, Business or related discipline with over two (2) years of experience directly in a records and information management role

• -OR-
• Masters of Information and Library Science would be considered as equivalent to the above combination.
• Relevant certification would be considered an asset or a combination of the above

Skills and Abilities:

• Working knowledge of municipal legislation/regulations including Municipal Act, Municipal Freedom of Information and Protection of Privacy Act, Vital Statistics Act and Municipal Electio

Job Rewards and Benefits