Legislative and Records Management Coordinator

at  City of Wetaskiwin

Join Our Team!
The City of Wetaskiwin
Situated just 35 minutes south of Edmonton and 55 minutes north of Red Deer, the City of Wetaskiwin is the home of possibility! Nestled by the hills where peace was made, Wetaskiwin is a vibrant, sustainable, and self-sufficient small city with abundant nature and agriculture, a resilient economy, and much more.
If you would like to be part of a different kind of local government, look no further! We are a diverse, collaborative, and enthusiastic team that knows it can be done better and we are doing it! The City of Wetaskiwin is dedicated to upholding our core values, Trust, Resourcefulness and Integrity while fostering a collaborative and inclusive environment, promoting positive, trusting, and fulfilling relationships within our team. Here we encourage the sharing of ideas for making things better and transform these ideas into actionable plans! Council’s Strategic Plan guides us in exploring ways to sustain a strong economy, prioritize safety, focus on community, and the environment, all while adopting a people first philosophy outlined in the City’s Corporate Business Plan.
The Opportunity
Reporting to the Legislative Services Supervisor, the Legislative and Records Management Coordinator is responsible for assisting the organization with provisions of corporate, legal and legislative services. This position will be responsible for guidance to various departments in the development and implementation of Bylaws, Policies, Procedures, City Contracts and Agreements, with respect to municipal programs and services, ensuring they are in compliance with statutory and legal requirements. This position oversees the organization’s electronic and paper Records Management program by developing, recommending and implementing records management policies, strategies and retention and disposal schedules. This position will also assist with processing FOIP requests for the City.

Responsibilities

• Establish and maintain the City’s information management systems, including the Electronic Documents and Records Management System (EDRMS) like SharePoint. Implement and uphold the corporate classification system, conduct and maintain a municipal records inventory, classify all file subjects, and assign retention dates and dispositions to new records.
• Work with departments to analyze records and business processes to evaluate and recommend classification codes, indexing/metadata values, maintenance approaches, search strategies and disposition practices for information and records.
• Develop policies, retention schedules, procedures and guidelines, for the management of the City’s records and information, by reviewing and analyzing business needs, recordkeeping methodologies, technology, legal requirements and industry best practices.
• Notify, guide, and plan for ongoing education of staff with regards to records and information management ensuring they know how to access updated document versions.
• Review and assess the Records Management program, including auditing departmental practices, evaluating and reporting findings and making recommendations for improvements.
• Coordinate the transfer, storage and destruction of inactive records, including the annual year-end file closure processes and transfer from departments to main file storage areas, and the annual disposition process.
• Research legislation, trends, best practices and keeps informed on all matters and legislation related to records management.
• Work in collaboration with the Information Systems Department to improve electronic file systems to facilitate access to electronic records, including maintenance and support.
• Collaborate with Archives to protect documents relevant for historical purposes.
• Assist with processing FOIP requests for the City, including aiding applicants, assigning and tracking requests, ensuring compliance with deadlines and notifications, handling third-party representations, estimating and collecting fees, reviewing and finalizing recommendations on record disclosures, and responding to applicants. Additionally, this position will help draft PIAs.
• Assist in preparing agenda and relevant background materials for City Council, Committees and other meetings as assigned.
• Provide support to various Council Committee meetings by preparing agendas, record meeting minutes and process business arising from the meetings.
• Assist with policy and bylaw development and review processes; liaise with different departments to accomplish policy development and review.
• Maintain policy and bylaw registry.
• Assist with quasi-judicial hearings as needed.
• Assist with projects including elections and census as required and other duties as required.

Education, Qualifications, and Work Experience

• Diploma or undergraduate degree in Information and Records Management, Archival Studies, Library Science, Public Policy Administration, or related field. An equivalent combination of education and experience may be considered.
• Freedom of Information and Protection of Privacy certification.
• A minimum of 3 years of experience working in a similar position, preferably in a municipal government environment.
• Possession of the Certified Records Management (CRM) designation is an asset.
• Completion of or working towards NACLAA Level I certification is an asset.

Knowledge, Skills, and Abilities

• Thorough knowledge of FOIP and electronic document & records management systems, policies and procedures, terminology, principles and procedures.
• Considerable knowledge of records and information management industry trends and information governance principles and evaluation tools.
• Strong computer skills including knowledge of electronic records systems, knowledge of SharePoint is considered an asset.
• Possess strong verbal and written communication skills with a proven ability to communicate diplomatically and firmly with the public and respond courteously to customer complaints.
• Experience working with policy development and research.
• Able to work independently with proven time management skills and organizational skills to ensure deadlines are met.
• Have a commitment to continuous improvement and excellent customer service.
• Able to work with confidential and sensitive information and issues with diplomacy.
• Possess a professional and calm demeanor, coupled with a strong intuition for dealing with people.

• Establish and maintain the City’s information management systems, including the Electronic Documents and Records Management System (EDRMS) like SharePoint. Implement and uphold the corporate classification system, conduct and maintain a municipal records inventory, classify all file subjects, and assign retention dates and dispositions to new records.
• Work with departments to analyze records and business processes to evaluate and recommend classification codes, indexing/metadata values, maintenance approaches, search strategies and disposition practices for information and records.
• Develop policies, retention schedules, procedures and guidelines, for the management of the City’s records and information, by reviewing and analyzing business needs, recordkeeping methodologies, technology, legal requirements and industry best practices.
• Notify, guide, and plan for ongoing education of staff with regards to records and information management ensuring they know how to access updated document versions.
• Review and assess the Records Management program, including auditing departmental practices, evaluating and reporting findings and making recommendations for improvements.
• Coordinate the transfer, storage and destruction of inactive records, including the annual year-end file closure processes and transfer from departments to main file storage areas, and the annual disposition process.
• Research legislation, trends, best practices and keeps informed on all matters and legislation related to records management.
• Work in collaboration with the Information Systems Department to improve electronic file systems to facilitate access to electronic records, including maintenance and support.
• Collaborate with Archives to protect documents relevant for historical purposes.
• Assist with processing FOIP requests for the City, including aiding applicants, assigning and tracking requests, ensuring compliance with deadlines and notifications, handling third-party representations, estimating and collecting fees, reviewing and finalizing recommendations on record disclosures, and responding to applicants. Additionally, this position will help draft PIAs.
• Assist in preparing agenda and relevant background materials for City Council, Committees and other meetings as assigned.
• Provide support to various Council Committee meetings by preparing agendas, record meeting minutes and process business arising from the meetings.
• Assist with policy and bylaw development and review processes; liaise with different departments to accomplish policy development and review.
• Maintain policy and bylaw registry.
• Assist with quasi-judicial hearings as needed.
• Assist with projects including elections and census as required and other duties as required