Records and Information Management Facilitator (Existing position)

Transcription

1 Edmonton Catholic Schools is now accepting applications for the position of Records and Information Management Facilitator (Existing position) Edmonton Catholic Schools is a large urban school district whose mission is to provide a Catholic education that inspires students to learn and that prepares them to live fully and to serve God in one another. The District is comprised of over 40,000 students and 4,000 employees in 90 schools and other sites. The Records and Information Management Facilitator contributes to the delivery of services related to Freedom of Information and Protection of Privacy (FOIP) and records management. The job is responsible for the facilitation of records management processes, the determination of and response to information needs, and the preparation of recommendations for records management enhancement. The incumbent works closely with district personnel in supporting district adherence to legislation, responses to information requests, and providing advice to staff on the management of district records. This is a full time, permanent, Out of Scope, Level 2 position with a salary range of $51, $64, to commence as soon as possible. Edmonton Catholic School District offers a comprehensive benefits program as part of its total compensation package. For further information on this job opportunity, please contact Val Schlosser, Manager, District Monitoring at Valerie.Schlosser- Legere@ecsd.net. Please a letter of interest and resume by 4:00 p.m., Friday, May 20, 2016 to: Valerie Schlosser, Manager, District Monitoring at resumes@ecsd.net Prior to employment, successful candidates will be required to submit Police Information Check and Intervention Record Check documents. We thank all candidates for their interest. Only applicants considered for the position will be contacted. Primary Duties and Responsibilities: Process, manage, and respond to student records requests from individuals, parents, agencies, lawyers, and schools; Conduct and manage inventory of supporting documentation for students; Develop and implement information-gathering practices; Evaluate current records management practices and assess needs; Conduct orientation and in-service sessions for district staff; Receive and process formal access requests for information in accordance with the FOIP Act and district policies and procedures; Develop district guidelines and information packages for staff to ensure that data collection and dissemination is compliant with the FOIP Act; Advise and assist stakeholders in implementation of records management procedures. Qualifications: Degree or diploma in an area related to records management or library science, plus three years of directly related experience; Records Management designation and FOIP certification is preferred; Knowledge of records management and FOIP principles, practices and legislation; Knowledge of MicroSoft Word, Excel, Powerpoint, Access, SharePoint, PowerSchool, eluminate; Knowledge of the district s policies, business and operations; Familiarity with the Catholic educational system; Excellent oral and written communication skills with demonstrated ability to compose records and privacy correspondences; Good technical writing skills and the ability to convey complex information so that it is understood by a broad range of stakeholders. A complete job description is shown below.

2 JOB IDENTIFICATION: Incumbent: Vacant Current Classification Level: 2 Supervisor s Name: Location: Catholic Education Services Working Title: Records and Information Management Facilitator Requested Classification Level: Supervisor s Working Title: Manager Department: Educational Planning Program: District Monitoring PRIMARY FOCUS/OVERALL ACCOUNTABILITY: Provide a brief summary of the job, covering the main responsibilities, the framework within which the job has to operate and the main contribution to the organization. The job contributes to the delivery of services related to Freedom of Information and Protection of Privacy (FOIP) and records management. The job is responsible for the facilitation of records management processes, the determination of and response to information needs, and the preparation of recommendations for records management enhancement. The incumbent works closely with district staff in supporting district adherence to legislation, responses to information requests, and providing advice to staff on the management of district records. District records are both electronic and hardcopy documents. JOB RESPONSIBILITIES AND ACTIVITIES: Normally a job has four to eight core responsibilities, each of which shows what the job is accountable for, within what framework, and what the added value is. For each responsibility, approximately four major activities should be described. List the core responsibilities in descending order of importance. 1. Records Management Process, manage, and respond to student records requests from individuals, parents, agencies, lawyers, and schools Conduct and manage inventory of supporting documentation for students Develop and implement information-gathering practices Evaluate current records management practices and assess needs Assess space, equipment, and security requirements Provide input into the development of guidelines, policies and procedures Review, maintain, and update department records management classification system and retention schedule Assist in audits to ensure compliance Participate in the review and revision of policy and practices Respond to general requests for information 2. Freedom of Information and Protection of Privacy Receive and process formal access requests for information in accordance with the FOIP Act and district policies and procedures Develop district guidelines and information packages for staff to ensure that data collection and dissemination is compliant with the FOIP Act. Advise district staff on situations requiring privacy considerations 3. Communication and Consultation Advise and assist stakeholders in implementation of records management procedures Conduct orientation and in-service sessions for district staff Train and inform district staff members on handling information requests Develop, implement and communicate the introduction of a records management classification system and retention schedule Facilitate the dissemination of FOIP information, preparation of information for release to the public 4. District Monitoring Team Support Assists staff with peak workloads, special projects and events Revised December 9,

3 JOB RESPONSIBILITIES AND ACTIVITIES: Normally a job has four to eight core responsibilities, each of which shows what the job is accountable for, within what framework, and what the added value is. For each responsibility, approximately four major activities should be described. List the core responsibilities in descending order of importance. Train staff on processes to facilitate cover-off during absences Monitor receipt or distribution of documents such as tests or surveys Conduct data entry Conduct data cleaning by eliminating errors in electronic sets of data Verify electronic data and reports through cross-referencing with other sources 5. Professional Development Maintain knowledge through training development activities Review practices and implement approved changes to enhance work efficiency Participate in FOIP Coordinators Network meetings and training sessions as required PROBLEM SOLVING: Describe difficult or challenging situations the position is typically expected to solve; the degree of originality of the solutions; assistance available; and any problems or decisions that must be referred to a supervisor for resolution or approval Problem-solving and innovation are daily demands for this position because the focus is on providing service related to records requests and records management. The incumbent must demonstrate independence in solving problems. The incumbent resolves problems based on the individual s knowledge of records management practices and the FOIP Act. An understanding of the educational system is essential for this position. Un-anticipated issues are often related to the proliferation of technology and social networking. This type of challenge as well as all district decisions regarding privacy or records management would typically involve collaboration with the district staff. ORGANIZATIONAL DATA: Identify any measurable areas upon which the job has either direct or indirect impact. Measures that may be included are: number of staff supervised, annual operating budget, number and size of projects, clients served or any other significant values. Include examples that indicate the size of the job. Attach a complete Organization Chart that includes supervisor, peers, direct reports and staff. The job has district-wide impact. The incumbent has direct contact with individuals, parents, schools, agencies, and lawyers in dealing with records requests or privacy issues. The incumbent also deals directly with district staff. REPORTING RELATIONSHIPS: Identify the jobs and the number of incumbents within each job that report directly to you. Provide a brief summary of each subordinate job s purpose. Job Title Job Responsibilities Assistant Superintendent Office Manager Director, Specialized Services Educational Planner Manager, District Programs Manager, District Monitoring Director,, Transportation Services Partnership Development Coordinator temporary salary Research Assistant (2 jobs) Research Specialist Research and Records Management Sppecialist (2 jobs) Records and Information Management Facilitator Educational Planning 5/11/2016 Revised December 9,

4 CONTACTS: Identify internal and/or external contacts such as co-workers, clients, stakeholders and partners. Indicate the nature and purpose of contact (i.e. to deliver information, present data, negotiate contracts, etc.) and frequency (daily, weekly, monthly etc.). Contact Nature and Purpose Frequency District staff To provide and exchange information Daily To provide expertise and respond to inquiries Individuals, parents, agencies, To provide expertise and respond to inquiries Daily schools, lawyers Alberta Education To provide and exchange information Other school jurisdictions To provide and exchange information To collaborate on initiatives and projects Network of professional contacts To provide expertise and share best practices To attend meetings on behalf of the district Legal Services To obtain expert legal advice To collaborate and share information Job Qualifications: Include a list of the most important knowledge factors, including knowledge about practical procedures, specialized techniques etc. Outline specific training that is needed to do the work and any occupational certification/registration required for the job. Include a list of competencies (skills and abilities) critical in performing the job. Knowledge and Experience Competencies Degree or diploma in an area related to records management or library science, plus three years of directly related experience Records Management designation and FOIP certification is preferred Knowledge of records management and FOIP principles, practices and legislation Knowledge of MicroSoft Word, Excel, Powerpoint, Access, SharePoint, PowerSchool, eluminate Knowledge of project management principles and instructional and presentation techniques Knowledge of the district s policies, business and operations Awareness of Occupational Health and Safety regulations specifically related to safe workplaces Familiarity with the Catholic educational system Excellent oral and written communication skills with demonstrated ability to compose records and privacy correspondences Strong analytical and problem solving skills Ability to be a self-starter, independent thinker, and to work under limited supervision in order to meet objectives and timelines Good time management skills with the ability to balance competing priorities in a fast-paced environment with tight deadlines Attention to detail and ability to work with numbers and demographic data Strong interpersonal and presentation skills Good technical writing skills and the ability to convey complex information so that it is understood by a broad range of stakeholders Good teamwork skills with the ability to work in a team setting in a cooperative manner Signatures The signatures below indicate that the incumbent, supervisor and manager have read, discussed, and agreed that the information accurately reflects the work assigned. Incumbent Revised December 9,

5 Supervisor Manager This information is being collected under the authority of Board Governance Policy EL# 5 relating to Freedom of Information and Protection of Privacy (FOIP) Act and will be used to allocate positions within a classification plan and to manage the Edmonton Catholic School District s human resources program. If you have any questions about the collection of this information, contact the Assistant Superintendent, Human Resource Services at Revised December 9,