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RECMGMT-L  March 2003

RECMGMT-L March 2003

Subject:

Job Posting - Records Analyst for the City of Toronto

From:

"Peter W. Shewchenko" <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Thu, 13 Mar 2003 08:32:06 -0500

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (65 lines)

For those who are interested in applying, please read the job posting carefully.  Especially, do read carefully where to send your resume if you wish to apply for this position.  DO NOT SEND YOUR RESUME TO THE PERSON WHO IS SENDING THIS NOTICE !!!  You will not get any brownie points for it and will only tell me that you just cannot read and comprehend what you read at the same time (otherwise, we probably won't consider your application if you do that).

*********************************************************************
City of Toronto
Job Title:      Records Analyst
Department: Corporate Services,
Division: City Clerk's Office, Corporate Records Services
Job Location:  City Hall
Duration:       April 16, 2003 to May 15, 2004
Number of Vacancies:  one
Salary Range: $48, 976.45 - $66, 262.75 (Cdn $)

Posting Date: March  21, 2003
Closing Date: April 4, 2003

Major Responsibilities:

Under the direction of a Corporate Records Manager, manages recorded information management projects to analyze departmental records (all media formats) for subject matter, usage and complexity, incorporating information obtained by interviews with clients, information inventories and existing records lists.

 Examines records to create unique and useful classification scheme for the client's recorded information according to corporate standards and for the purpose of creating a retention schedule for the records
 Develops and assists with training programs for records management. Provides orientation and training to clients at all levels and Records Management staff of new services, products, procedures, policies, etc. This includes training support for the Corporation's RIM System to Central Records Rooms (CRR) staff and clients
 Conducts and analyses records inventories (all media formats) in regard to subject, format, life cycle and media in order to integrate records and holdings into an integrated departmental classification scheme
 Conducts needs analyses with clients to identify retrieval problems and productivity issues with the program area. Conducts procedural analysis and efficiency studies within the department to identify areas for the re-engineering of information flow and procedures
 Works with staff in client departments to identify vital records for the purposes of retention scheduling, and to ensure the appropriate management of this information throughout its life cycle
 In conjunction with the Corporate Records Manager and the Senior Consultant, Information Applications, develops and writes scope notes for the classification scheme. Communicates with clients to ensure that the scope notes are clear in meaning and represent the terminology of the department, and also compares terminology against established vocabulary standards of the Records Management Program
 Identifies and establishes procedures, in conjunction with the Corporate Records Manager, for the efficient operation of Central Records Room(s) to meet specific operational requirements for each program area in a department
 Supervises the conversion of information from legacy systems to the RIM System. This includes planning the process, preparing cross-reference listings of old and new coding schemes, developing information products such as indices and help sheets for clients to adjust to the new system, and identify supplies requirements for records management conversions
 Follows up with clients to ensure compliance with file plans and retention schedules and to identify and resolve problems associated with those responsibilities
 Provides supervision to assigned Records Technicians in all relevant aspects of project work and CRR operations
 Assists with the development and operation of departmental records management committee to review work plans, project status updates and resolve conflicts
 Assists in the development of the RIM System by identifying system deficiencies and ensuring system functions meet operational requirements
 Recommends appropriate filing equipment and supplies for the efficient and cost effective storage of records
 Assists in the collection of information required by the Archival Services program to document the context of records creation
 Performs related duties as assigned

Key Qualifications:

1. Experience in records/information management including project co-ordination, records inventory, analysis, preparation of reports, and presentation of recommendations, and implementation of recommendations.
2. Experience working with, and handling, information of all media formats.
3. Ability to plan, manage, co-ordinate and supervise staff on records management projects.
4. Theoretical knowledge of recorded information management.
5. Knowledge of data entry standards for active and inactive records.
6. Ability to train, supervise subordinate staff.
7. Ability to communicate both orally and in writing with all levels of staff with tact and diplomacy.
8. Ability to work with minimum supervision.

If you have what it takes to meet this challenges, please forward your resume and cover letter, quoting the appropriate file number RA-2003-01, by April 4, 2003 to:  Employment Services, Corporate Records Management Program, City of Toronto, Metro Hall, 55 John Street, 21st Floor, Toronto, Ontario, M5V 3C6.  Fax: (416) 392-3995 or via email to [log in to unmask] .
We thank all applicants and advise that only those selected for an interview will be contacted.

***************************************************************************

To restate the obvious, DO send your resume and cover letter to the address noted above and NOT to the sender of this notice.  Best of success to those who apply.



Peter Shewchenko
Corporate Records Manager,
Corporate Services
City of Toronto
Phone: 416-392-4363
Fax: 416-392-3995
E-mail: [log in to unmask]

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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