• Full Time
  • Tsuut'ina
  • Applications have closed

TSUUT'INA NATION IT Department

The Records and Information Management Coordinator is responsible for supervising and coordinating the records information of the Tsuut’ina Nation Government archives in collaboration with the IT System’s Team. The RIM coordinates information service activities with other internal division, departments and outside agencies and provides highly responsible and complex administration

KEY ACCOUNTABILITIES
• This position is responsible for: maintaining and continuing to develop and implement comprehensive plans for the record management program of Tsuut’ina Nation.
• Maintain and update the coding and classification of the department’s records; determine file content summaries according to corporate records classification standards.
• Provide direction to department staff on the proper classification of the department’s records.
• Search the corporate records classification system to determine all information and locations thereof to facilitate responses to a wide variety of inquiries.
• Over see the scanning and disposal of all File records according to corporate retention standards
• Working knowledge of the Freedom of Information and Protection of Privacy Act is required.
• Technical expertise includes ability to design and manage a system-wide corporate records database, to provide technical assistance and training to users, to analyze, identify, troubleshoot, and solve technical problems.
• Highly proficient in management and administration of Laserfiche to include patching or upgrading Laserfiche, developing complex workflows and Quickfields, and use of the Laserfiche connector and Laserfiche forms.
• Proven ability to partner and collaborate with customers on projects and work requests; help identify business requirements, document business processes and recommend solutions.
• Good knowledge of operational characteristics, services, development and production of information management services.
• Experience with Laserfiche ECM and MS SQL server/database.

DUTIES & RESPONSIBILITIES

• Works in collaboration with the Tsuut’ina Nation Government, Senior Management, Staff and Citizens to development and maintain the Nations general database.
• Administers the Laserfiche content management system.
• Provides some Administrative support for the Legislative Procedures Technical Services department such as payroll and payables processing and records.
• Working with the IT Department, Create users and update security roles and groups
• Create advanced workflows, Quickfields and Import Agent sessions
• Administer, create and implement Laserfiche Forms
• Administer Laserfiche Mobile, Connector, and Audit
• Assist with the identification of internal user needs for Laserfiche and assist with implementing identified needs.
• Manage, coordinate, implement Laserfiche technology projects to include business analysis, requirements gathering and business process documentation.

KEY COMPETENCIES/KNOWLEDGE

• Provide timely response to user requests for assistance.
• Demonstrate customer focus and partnership in projects and work order assignments.
• Exhibits excellent communication, documentation, and presentation skills.
• Reviews, develops, and implements policies, procedures, guidelines, programs and practices related to the management of the Nation’s official records, including writing reports and presenting recommendations.
• Administers and coordinates the implementation and maintenance of the Records Management System, in paper and electronic formats, providing direction, guidance and assistance to all service areas.
• Responsible for the management and disposal of all Tsuut’ina records in accordance with legislative requirements.
• Administers the Records Management By-Law ensuring that service areas adhere to the policies and procedures associated with the retention and disposal of records.
• Conducts audits to assess compliance with records management policies, procedures and practices. Reviews and makes recommendations for amendments and updates to the By-Law.
• Develops, implements, and maintains the classification system for all internal records, conducts and maintains an inventory of the Nation’s records
• Identifies and classifies all file subjects. Assigns retention dates and disposition to new records.
• Administers and maintains the Corporation’s inactive and archival records within the records system;
• Manages, investigates, responds to and resolves all questions and complaints associated with the Records Management Program unless IT is required for solution.
• Develops training material and provides in-house seminars, workshops and training related to records management. Provides new staff orientation and maintains regular communications with Records Liaison staff.
• Works in collaboration with the IT department to improve electronic file systems to facilitate access to electronic records.
• Champions and promotes records management best practices; enhances the profile of records management within the corporation.
• Provides general administrative support to office admins, as required, to ensure deadlines and objectives are achieved, including provision of ongoing support to one or more Council committees.
• Check the coding (meta tags) and classification of records and files from all sections of a department to maintain consistent coding of department records in the computerized corporate records classification system.
• Performs other duties as assigned by Supervisor.

EDUCATIONS & EXPERIENCE

• Bachelor’s degree required; Master’s or post-graduate degree preferred.
• Must have a post-secondary degree/diploma in related field or specialized training.
• Three to five years of relevant work experience.
• Ability to communicate (oral and written) clearly and effectively with all levels within the organization.
• Post-secondary education in a Business Administration Program or Records Management Program or an equivalent combination of education and experience.
• Minimum of 4 years related experience.
• CRM certification would be an asset.
• Knowledge of records management systems (SharePoint, Laserfiche, etc.) would be an asset
• Previous experience in local government administration and knowledge about legislation governing records management.
• Ability to maintain confidentiality at all times.
• Good knowledge of web-based applications.
• Microsoft office suite (MS Word, Excel, Outlook, PowerPoint)
• Must have a valid Alberta Driver’s License and must have own reliable transportation.
• Must be willing to sign an Oath of Confidentiality and must be able to pass a security clearance.

PERSONAL CHARACTERISTICS

• Knowledge about Treaty No 7, Treaty Relations with Canada, Jurisdictional Authority of Tsuut’ina;
• Strong technical skills, knowledge and experience in applications administration including SQL administration.
• Forward thinker who can enable new ideas or improved methods for system efficiencies and work solutions
• Good judgment, analytical and problem-solving skills.
• Good management and supervisory skills, must be willing to train.
• Ability to work well both independently and in a team environment.
• Proven ability to communicate effectively.
• Demonstrated attention to detail and accuracy.
• Good organizational skill and the ability to coordinate multiple tasks and respect deadlines.
• Ability to effectively manage projects and consultants
• Able to work effectively in teams and independently.
• Ability to deal effectively and courteously with others, to provide information and explain corporate records coding and classification procedures related to the work.
• Be a team player both with Chief and Council, Senior Management, the Legislative Procedures Technical Services Department, and the public; and
• Must have some knowledge of Tsuut’ina Nation legislative process, culture, language and history