For More Information: Recruitment T F Airport Road Fort St John BC V1J 4M6

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1 Specialist, EDRMS & Information Management Solutions Permanent Full Time Competition Number: BC Oil & Gas Commission, Victoria Grid 24: $60, $69, The BC Oil and Gas Commission (Commission) is the provincial single-window regulatory agency with responsibilities for regulating oil and gas operations in British Columbia, including exploration, development, pipeline transportation and reclamation. PURPOSE OF POSITION This position plays a crucial role in leading the Commission towards a state of EDRMS readiness, as an advocate, expert advisor, and innovative leader for the effective management of the organization s complex array of digital data and records in a continuously evolving business and regulatory environment. A key component of the position relates to achieving organizational compliance with the Information Management Act (IMA), particularly Section 19, which requires the implementation of Information Management (IM) systems to meet the mandatory digitization/digital management of electronic data and records in government, as well as the new requirement involving the Duty to Document. This work is done in compliance with legislated scheduling, retention and dispositioning of data, all of which have long-term impact to the Commission and province of BC. SELECTION CRITERIA Degree in Library and Information Studies, Information Management, Archival Studies, Business or Public Administration, Education, or an equivalent combination of training and work experience. Experience with government Electronic Document and Records Management Systems (EDRMS). Experience leading complex, large scale and time-sensitive projects. Knowledge of change management processes and project management methodologies and leading organizational change associated with implementation. Experience establishing collaborative relationships with Executive and Senior Management. Proven experience in developing Operational Records Classification Systems (ORCS) and records schedules. Experience in conducting system analysis for ORCS system overview development. Experience leading and coaching multi-disciplinary senior level professionals and/or managers in the development and implementation of complex projects. Experience in facilitating related training and providing corporate direction on policies, procedures and legislated requirements to all levels of employees. Preference will be given to candidates possessing in depth knowledge of provincial oil and gas regulatory sector activities and the data/records supporting such activities. If you are interested in applying for this role and meet the minimum selection criteria, please select Apply Now and submit your cover letter and resume prior to midnight April 5, Please note applicants will only be contacted if they are selected to proceed further in the process. An eligibility list may be established. For More Information: Recruitment Airport Road Fort St John BC V1J 4M6 T F

2 OIL AND GAS COMMISSION POSITION DESCRIPTION POSITION TITLE Specialist, EDRMS & Information Management Solutions POSITION #: DIVISION Corporate Services LOCATION: Victoria PROGRAM: Records Management CLASSIFICATION Grid 24 SUPERVISOR S TITLE: Director, Records & Information Management POSITION #: SUPERVISOR S CLASSIFICATION: Band B LOCATION: Victoria The BC Oil and Gas Commission (Commission) is an independent, single-window regulatory agency with responsibilities for regulating oil and gas operations in British Columbia, including exploration, development, pipeline transportation and reclamation. The Commission s core roles include reviewing and assessing applications for industry activity, consulting with First Nations, ensuring industry complies with provincial legislation and cooperating with partner agencies. The public interest is protected through the objectives of ensuring public safety, protecting the environment, conserving petroleum resources and ensuring equitable participation in production. Job Overview This position plays a crucial role in leading the Commission towards a state of EDRMS readiness, as an advocate, expert advisor, and innovative leader for the effective management of the organization s complex array of digital data and records in a continuously evolving business and regulatory environment. A key component of the position relates to achieving organizational compliance with the Information Management Act (IMA), particularly Section 19, which requires the implementation of Information Management (IM) systems to meet the mandatory digitization/digital management of electronic data and records in government, as well as the new requirement involving the Duty to Document. This work is done in compliance with legislated scheduling, retention and dispositioning of data, all of which have long term impact to the Commission and province of BC. The position is responsible for: providing authoritative leadership, advice, interpretation and consultative services to both internal and external (contracted) information technology specialists on digital information management issues and initiatives, including developing customized data management plans and information system enhancements to meet IM compliance requirements; providing professional expertise and delivering EDRMS readiness services under the IMA legislation, regulations and core policy, standard business analysis tools and methodologies, including developing customized records schedules; leading the planning, prioritization, implementation and post-evaluation of major longterm IM/EDRMS projects with various delivery components; determining solutions for urgent, complex, sensitive and high profile matters relating to corporate data and information management; and managing initiatives, program and policy changes from original concept through to final completion, including multi-year, cross-organizational transformations. Reporting to the Director, Records & Information Management, this position exercises considerable independence, discretion and sound judgement in managing these services and influencing positive changes on behalf of the Commission. This position supervises at least one unionized position. Page 1 of 4

3 Accountabilities 1. Develops information schedules (e.g. Operational Records Classification System (ORCS) and Administrative Records Classification System (ARCS) supplemental schedules), leads and manages all required processes for their approval in accordance with the Information Management Act (IMA), provincial standards and policy. Leads and independently manages the Commission's ORCS redesign project from development phase through to final completion and approval by government s Information Management Advisory Committee (IMAC) and BC provincial Chief Records Officer; Investigates, documents findings, and provides recommendations to Commission Executive and senior management as required to protect Commission interests with respect to its corporate information holdings; Develops System Overviews (SOs) for the Commission s complex and extensive technological environment in accordance with Section 19 of the IMA and SO development standards; Conducts in depth internal audits and assessments of Commission administrative data to determine ARCS appropriateness, and develops new supplemental information schedules as required; Ensures client requirements and priorities are understood and met, and meets with Executive and senior management to discuss business or organizational IM issues; Manages all required internal and external feedback and approval processes for ARCS supplemental schedule development; Provides expert advice and recommendations on final dispositions and archival values of records (digital and otherwise) in support of provincial archival appraisal processes to ensure legal and regulatory obligations for data retention are met; Ensures ongoing accuracy of schedules is maintained in order to meet emerging business and regulatory requirements. 2. Leads the investigation, planning, development and implementation of technological solutions and system enhancements deemed necessary to address Commission legal and business needs for electronic data management, and eliminate risks associated with statutory non-compliance. Consults with senior management and user-level internal clients to identify and define business needs and priorities for managing electronic data; Manages an in depth audit and assessment process of Commission systems for IM content/data management functionality to identify issues, risks, and areas of non-compliance with provincial IM legislation, policy and standards; Collects and compiles business data, undertakes risk assessment and IM benefit analysis, and identifies priorities for system automation enhancements; Communicates findings on client business/im needs and observed risks to Commission IS/IT experts, and works collaboratively to define and design technological solutions for existing or new systems that will address IM needs and compliance requirements; Manages internal client group liaison activities to ensure requirements and priorities have been addressed through proposed solutions; Recommends new concepts for systems solutions and develops project feasibility reports, including implementation and initiation strategies, for review and decision by Commission Executive and senior management; Develops corporate policies to support implementation of new technological solutions, for Executive approval; Participates and takes a leading role in related cross-organizational committees (e.g. Technology Steering Committee, Information Governance Committee, etc.) to ensure IM risks and electronic data requirements are identified; and 3. Networks with the IM/IS professional community, and participates in inter-governmental working groups and committees, recognized conferences and symposia to gain information on issues, trends and opportunities for system improvements. Page 2 of 4

4 Plans, develops and concurrently manages a range of short and long-term IM projects deemed critical for achieving EDRMS implementation readiness across the Commission, and meeting provincial IM requirements in accordance with Section 19 of the Information Management Act (IMA). Provides strategic advice and recommendations to Executive and senior management on the Commission s business or organizational issues and IM needs for its digital data, in response to emerging business requirements, regulatory obligations, and government s statutory requirements for appropriate IM systems and the digitization of all government records (excluding exemptions); Develops strategic plans and project feasibility reports for Executive decision, involving a reengineering of the current management of Commission information assets, existing systems or development of new systems (particularly in relation to s.19 of the Information Management Act, and related regulations and core policies); Plans and defines corporate IM project priorities, scope, objectives, timelines, and resource requirements (e.g. participation of Commission IS/IT and RIM experts, subject matter experts, and external contractors as the Project Team ), and leads project initiation and ongoing progress meetings; Develops strategic, client focused IM/data management plans to address unique client needs, and provides strategic advice on data management principles; Provides project management support by ensuring appropriate delivery of project objectives through monitoring project progress, measuring/reporting on results, resolving technical and logistical problems, approving changes, and determining necessary steps for sustainability; Ensures accuracy and integrity of work performed, monitors development, conducts quality assurance, and certifies any work performed by contracted resources prior to release of payment; Develops and delivers project documentation and reporting, briefing notes, papers, and presentations to Executive and senior management, as required; Leads the implementation of new strategic initiatives and business processes, with a focus on building strong crosscorporation relations; Develops corporate policies to support new IM initiatives and business processes, for Executive approval; Leads the development and presentation of internal client training, tools and educational materials; Promotes, markets and communicates the use of IM resources, standards and procedures to ensure optimal service to clients; and Acts as the Director, Records and Information Management, as required. 4. In support of the Commission s goals, defines organizational IM/EDRMS requirements and specifications, and leads the selection, procurement and long-term, organization-wide implementation of an EDRMS product. Acquires in depth knowledge of the Commission s broad business goals, emerging policy directions, regulatory requirements, systems environment, and corporate business data for assessing IM requirements; Initiates, leads and oversees business needs assessments, data collection and management, technology research (e.g. within comparable public bodies), and analyzes and assesses options, risks, cost benefits, suitability, and support requirements of various proposed EDRMS solutions; Prepares RFPs and facilitates the selection of an externally contracted service provider in collaboration with Commission senior management, Executive Director, Director, and IS/IT experts; Provides leadership and project management support by overseeing the phased, long-term implementation of a new EDRMS and related business processes, with a focus on facilitating positive change management and cultural transformation, and building strong cross-corporation relations with all levels of staff; Develops and delivers project documentation and reporting, briefing notes, papers, and presentations to Executive and senior management, as required; Develops new corporate policies to support IM/business transformation; and Leads the development and presentation of internal client training, tools and educational materials. Page 3 of 4

5 5. Supervises staff by assigning and reviewing work, developing and evaluating performance plans (EPDP s), evaluating work performance, approving leave, responding to grievances, and taking disciplinary action as required. Organization Chart Commissioner, Chief Executive Officer Executive Vice President, Chief Financial Officer Executive Director, Finance & Administration Director, Records & Information Management Specialist, EDRMS & Information Management Solutions (Topic Position) Education: Degree in Library and Information Studies, Information Management, Archival Studies, Business or Public Administration, Education, or an equivalent combination of training and work experience. Related Experience: Experience with government Electronic Document and Records Management Systems (EDRMS). Experience leading complex, large scale and time-sensitive projects. Knowledge of change management processes and project management methodologies. Experience establishing collaborative relationships with Executive and Senior Management, and leading organizational change associated with implementation. Proven experience in developing Operational Records Classification Systems (ORCS) and records schedules. Experience in conducting system analysis for ORCS system overview development. Experience leading and coaching multi-disciplinary senior level professionals and/or managers in the development and implementation of complex projects. Experience in facilitating related training and providing corporate direction on policies, procedures and legislated requirements to all levels of employees. Experience managing a portfolio of clients in a customer service environment with the ability to use tact, diplomacy and sensitivity in handling confidential information, and working with internal staff on complicated and/or sensitive issues. Experience in managing a diverse and fluctuating workload. Competencies: Preference will be given to candidates possessing in depth knowledge of provincial oil and gas regulatory sector activities and the data/records supporting such activities. Leadership Is able to lead others directly or within diverse teams. Problem Solving - Uses critical thinking skills to solve problems and achieve effective solutions. Teamwork & Cooperation Is able to work cooperatively within diverse teams, work groups and across the Commission to achieve operational goals and results. Impact & Influence Is able to influence, persuade or convince others to adopt a specific course of action; this involves the use of persuasive techniques, presentations or negotiation skills to achieve desired results. Communicates Strategy & Rationale Is able to effectively communicate vision and rationale behind decisions and policies. Service Orientation - Takes personal responsibility for addressing client questions and concerns. Detail Oriented - Sets and attains high standards for quality and accuracy in work. Adaptability Is able to effectively work in and adapt to change. Process Improvement - Proactively identifies process improvements and takes the appropriate steps to implement them. Page 4 of 4