Manager, Corporate Records-PB560
Company: City of London
Location: London, ON
Required Experience: Five to seven years related municipal experience in a records management environment including management responsibilities.
Job Type: Full Time
Education/Credentials: University Degree in public administration, law, library sciences, information management
Cover Letter: Required
Application deadline: 01/30/2024
Title: Manager, Corporate Records-PB560
Summary of Duties:
Reporting to the Manager, Records and Information Services, the Manager, Corporate Records is responsible for developing, implementing administering the City of London’s corporate records management program, including coordinating and maintaining systems to retain and preserve the physical and electronic records of the Corporation.
- Provide leadership in the coordination and delivery of internal and external services and policies, projects and planning that contribute to the implementation of strategic initiatives for Legal Services to meet Council’s Strategic Plan.
- Responsible for managing employees including hiring, coaching, administration, and performance aspects of reporting employees. Respond to sensitive and confidential human resource issues as required.
- Provide leadership in the execution and delivery of services and programs in the following areas of accountability:
- Manage the corporate records unit in the City Clerk’s Office.
- Administer and coordinate the implementation and maintenance of physical and electronic records management systems; provide direction, guidance and assistance to all Service Areas.
- Work in collaboration with Information Technology Services to implement and maintain the records management system in Microsoft Office 365.
- Administer a corporate records training program for City of London employees.
- Oversee, coordinate and monitor the maintenance, preservation, retention and disposal of corporate records in accordance with applicable by-laws and other legislative requirements; develop and implement associated policies and procedures as required.
- Ensure the administration and maintenance of the City’s inactive and archival records within the corporate records unit; provide record retrieval services for all Service Areas and manage the physical transfer of records.
- Conduct audits to assess compliance with records management legislation, policies, procedures, and practices.
- Research legislation, trends and best practices, liaise with other municipalities to keep informed on all matters and legislation related to records management and recommend changes as required.
- Champion and promote records management best practices and enhance the profile of records management within the Corporation and recommend changes as required.
- Provide support and back up the Manager, Records and Information Services including processing access requests made under the Municipal Freedom of Information and Protection of Privacy Act and related information access and privacy expertise.
- Assist the City Clerk with the municipal election.
- Demonstrate commitment to anti-racism, anti-oppression, and human rights through interactions with community partners, employees and individuals and implementation of policies, programs and protocols that reflect this commitment.
- Demonstrate commitment and adherence to Health and Safety legislation and programs; and actively promote a culture of safety with direct reports.
- Provide updates, information and recommendations to the Manager, Records and Information Services on priorities with responsibility to operationalize identified goals and strategies.
- Identify, develop and implement directives, procedures, policies and guidelines to ensure Corporation compliance with corporate records standards and retentions including both electronic and physical records to ensure internal controls are implemented, monitored and reported on specific to corporate records.
- Promote and foster working relationships with employees and bargaining units to provide a fair and consistent application of provisions within the collective agreement.
- Liaise with unions on issues that affect bargaining unit employees and represent the unit at mediation and arbitration proceedings as required.
- Encourage and support employee participation and commitment to individual, divisional, and organizational objectives. Actively mentor, provide development opportunities and build a high-level team performance with direct reports.
- Provide expertise to all Service Areas and Divisions in matters relating to records and information management. Engage in opportunities to work across Divisions and Service Areas in support of enterprise-wide collaboration.
- Prepare reports for Council and various Committees as required.
- Identify, recommend, adapt and implement innovative and effective and efficient work practices and procedures to improve service delivery and the business responsibilities of the team.
- Implement strategies to track performance measures for Unit deliverables, using appropriate data collection and analytics.
- Adhere to the Procurement of Goods and Services Policy; includes the responsibility of delegation of procurement initiation approval authority and delegation of approval authority for professional consulting services as per policy amounts.
- Provide input to the development of the annual operating budget for Legal Services.
- Represent the Service Area at Standing and Advisory Committees and Council meetings as required.
- Represent the City of London and Service Area in legal proceedings as required.
- Prepare responses to inquiries from elected officials, media and the public as requested by the Manager, Information and Records Services or the Deputy City Clerk.
- Represent the Division on the various boards and committees of external organizations, associations and government partners to promote the City of London as a leader, share best practices, build relationships, and recommend solutions as required.
- Perform other duties as required.
- University Degree in public administration, law, library sciences, information management, or in a relevant area of study or equivalent combination of education and related professional and lived community experience.
- Five to seven years related municipal experience in a records management environment including management responsibilities.
- Certified Records Manager or Certified Records Analyst designation is an asset.
Skills and Abilities:
- Demonstrated knowledge and experience in records and information management trends and innovations with an understanding of the area’s programs and services and how the work of the area aligns with the objectives of the Division.
- Demonstrated ability to implement and effectively utilize electronic document records management systems (EDRMS) and storage and retrieval systems.
- Demonstrated analytical and business planning skills with a proven track record for effectively implementing and monitoring programs and services.
- Demonstrated positive and proactive leadership capabilities, adept at leading a group of employees, contracted services and consultants; demonstrated commitment to developing high performance teams.
- Demonstrated ability to inspire the people they lead through productive and honest dialogue, with personal integrity and actions.
- Ability to be a trusted advisor and/or advocate in sensitive and/or emotionally charged situations.
- Demonstrated perseverance and resilience in addressing and escalating as required, challenges and emergent issues.
- Proven commitment to the safety of employees with knowledge of the Occupational Health and Safety Act and applicable regulations as it relates to the position.
- Ability to provide a high level of attention to detail, make sense of data and solve problems.
- Demonstrated project management skills and ability to manage multiple projects at one time.
- Highly developed interpersonal and customer services skills, including conflict resolution and problem solving; demonstrated ability to effectively communicate with diverse populations within the community; experience working collaboratively with organizations, clients, and other individuals. Political acumen to identify and manage issues.
- Ability to understand the importance of service delivery; implement initiatives that support the section’s customers in a timely and effective way
- Computer literacy in Microsoft Office, and related software and database applications.
Compensation & Other Information:
$97,932 to $128,215
This posting is for one (1) permanent, full-time position.
Posting Close Date:
This posting will close on Tuesday, January 30, 2024.
As an inclusive employer, we are committed to providing a fully accessible recruitment process. Please contact us at any time during the recruitment process and let us know what accessible supports you may need.