Temporary

June 22, 2021

Administration

*This is a temporary ( Maternity Leave – 13 months), full-time position*

Job Summary:

The Records Manager will work within all departments of TWN to maintain records and information management practices for Tsleil-Waututh Nation. The Records Manager will continue to evaluate current records management practices, develop an understanding of the movement of records through TWN, and continue implementation of a program which will enable TWN to efficiently create, retain, and properly dispose of records. This position works directly with every department to oversee compliance and compatibility with established records and information management practices.

Duties & Responsibilities:

Continue ongoing implementation of SharePoint and Collabware CLM as an EDRMS for managing electronic and paper records;

  • Make decisions regarding the most appropriate methods for storing, arranging, indexing and classifying records to meet business needs;
  • Maintain the records classification and retention schedule (RCRS) to meet cultural, administrative, legal and financial requirements;
  • Find and retrieve records in response to internal information requests;
  • Ensure compliance with relevant legislation and regulations;
  • Advise on highly complex legal and regulatory issues, often involving difficult judgments in controversial areas such as the Freedom of Information Act, and other national or regional legislation;
  • Respond to external information redaction requests (Access to Information, Freedom of Information; via Information Sharing Agreements);
  • Prepare Information Sharing Agreements;
  • Standardize information sources throughout the organization;
  • Identify the most appropriate records management resources;
  • Maintain records and information management policies and classification systems;
  • Support the records management policy framework and guiding staff in the management of their records and the use of records system;
  • Manage the changeover from paper to electronic records management systems, where appropriate;
  • Preserve corporate memory and cultural heritage;
  • Draft or update records management policy documents;
  • Manage and monitor budgets and resources;
  • Train and supervise records staff;
  • Advise staff in other departments on the management of their records and information;
  • Resolve problems with information management by effective use of software and other information management resources;
  • Advise on departmental software purchases;
  • Enable appropriate access to information within the network;
  • Create action plans regarding the clean-up and management of records and information in inactive on-site & off-site storage;
  • Develop procedures designed to safeguard company records and information assets at the Business and Market Unit level;
  • Train facility employees in control methods regarding proper recordkeeping and disposition;
  • Execute annual department or facility level self-assessment exercises regarding compliance;
  • Participate in reviews of Records Retention policies, standards & procedures to maintain accuracy and integrity of enterprise-wide Record management initiative;
  • Catalogue records using Past Perfect Museum Software;
  • Update the TWN Archives Policy, Scope Note, and Finding Aid as the collection changes;
  • Seek out and apply for grants to continue to fund Archives-related initiatives

Supervisory Responsibilities:

  • Supervise, train and mentor staff.
  • Ensure probationary review and annual performance evaluations are completed.
  • Develop and maintain an environment to facilitate cooperation with and amongst the staff.
  • Ensure TWN Policy & Procedures are adhered to at all times.
  • Ensure positive communication strategies are used with and among staff and, between staff and community members and/or families served.

 Qualifications:

  • Master’s degree in ALA-Accredited program with a concentration in records management preferred.
  • Two to three years of experience with records management work is an asset.
  • Familiarity with relevant standards for archival description including Dublin Core and ISAD (G) standards.
  • Experience in using databases to do research/provide information.
  • Experience in using electronic document/records repositories.
  • Experience in monitoring and assessing compliance in the area of records retention.
  • Experience in conducting legal and regulatory research regarding all applicable domestic laws affecting retention of information as records.
  • Experience in tactically applying records management principles and practices, specifically in the area of records retention and disposition.
  • Proven experience and a positive track record in providing leadership.
  • High level of proficiency with Microsoft Office productivity suite
  • Experience managing or working on digitization projects is an asset.
  • Grant and policy writing experience is an asset.
  • Knowledge of Tsleil-Waututh Nation culture and traditional territory.
  • Previous experience working in a First Nations community and/or organization is preferred.
  • Must successfully pass a Criminal Record Check.

 Knowledge, Skills & Abilities:

  • Innovative thinker
  • Results-oriented with proven ability to coach and mentor staff and build an empowered and accountable team.
  • Delegate authority effectively.
  • Provide leadership to all records management initiatives and ensure accountability for the achievement of results.
  • Analytical capabilities with ability to quickly implement actions to maximize results.
  • Demonstrated ability to promote teamwork, collaboration and partnership.
  • Effective time-management skills with ability to meet deadlines, and achieve targets in a team environment.
  • Passion, personal alignment, and commitment to the mission of Tsleil-Waututh First Nation.
  • Excellent presentation skills.
  • Effective attention to detail and a high degree of accuracy/
  • High level of integrity, confidentiality, and accountability
  • Sound analytical thinking, planning, prioritization, and execution skills.
  • Ability to respond appropriately in pressure situations with a calm and steady demeanor
  • A well-defined sense of diplomacy, including solid negotiation, conflict resolution, and people management skills
  • Able to effectively communicate both verbally and in writing
  • Able to build and maintain lasting relationships with other departments, key business partners, and government agencies
  • Strong problem identification and problem resolution skills

 Work Conditions:

Physical Demands

  • Significant desk work with long periods of manual dexterity (keyboard operations, filing).
  • Frequent interaction with old, dusty documents with possible allergens.
  • Must be able to lift 25 lbs. overhead.

Mental Focus

  • Must synthesize complex and diverse information.
  • Must remain calm, professional, objective, and constructive.
  • Attention to detail with strong organizational skills.
  • Must model adherence to established systems and processes.
  • Provide detailed and comprehensive strategic advice with little notice.
  • Highly-developed ability to work under pressure.

Environmental Conditions

  • Dynamic environment with multiple demands, changing priorities and constant interruptions.
  • Highly sensitive legal, confidential and political issues and environment.
  • Engagement with other departments, levels of crown and First Nation governments.

If this role interests you, please click the link below to directly apply.

Records and Information Manager

We appreciate everyone’s interest in the role, however only shortlisted applicants will be contacted.

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