Records Management Program Coordinator

at  The City of Waterloo

Employment Status: Regular Full-Time
✓ Pension ✓ Dental Insurance ✓ Disability Insurance ✓ Health Insurance ✓ Life Insurance
✓ Weekdays

Reporting to the Deputy City Clerk, your primary responsibilities will include, but are not limited to, the following:

• Coordinate the Corporate Records Management (RM) program, including Enterprise Content Management (ECM) software, and onboard RM support staff
• Manage various RM projects, including budgeting; preparing procurement documentation (e.g. requests for proposal, etc.); status tracking; communicating with vendors, internal clients, and other impacted parties; submitting invoices for payment, and other tasks.
• Provide functional support and technical assistance to all divisions with respect to records management, development and implementation of policy standards and training/education programs
• Provide guidance and training on best practices and undertake business requirements gathering to assist divisions with records management needs and program adherence
• Respond to and enable requests for access, specialized workflow and folder design needs in the OpenText ECM system
• Lead the updating and maintenance of the Records Retention By-Law.
• Monitor and audit RM program
• Manage and maintain the Inactive Records Program
• Coordinate responses to MFIPPA requests, and provide guidance to the Records and Freedom of Information Analyst on sensitive or challenging requests
• Coordinate work of the Privacy Analyst in developing, implementing and monitoring the City’s privacy program. This includes conducting privacy impact assessments, responding to privacy breaches, developing policies and procedures, and providing guidance on privacy practices to City staff
• Assist with the coordination of municipal elections as a member of the Legislative Services Election Team
• Provide support to the City Clerk, Deputy City Clerk and to the division as well as other duties as assigned