Enterprise Information Management Analyst (Ecm Support) (Contract)

CITIZENS FIRST THROUGH SERVICE EXCELLENCE

We have an exciting Temporary Full-time Non-Unionized opportunity in the Office of The City Clerk for an experienced and motivated individual.

Enterprise Information Management Analyst (ECM Support) (contract)

J0723-0190

Vaughan is a city on the move. With a downtown core rising from the ground – the Vaughan Metropolitan Centre, a state-of-the-art hospital opening its doors in 2021 – the Cortellucci Vaughan Hospital, and a bustling subway, exciting projects are transforming the community. Be a part of something amazing and build your career at the City of Vaughan.

The City of Vaughan is an equal opportunity employer serving one of the fastest-growing municipalities in Canada, we are an organization committed to diversity and inclusivity, providing a thriving work environment, excellent benefits, learning and growth opportunities and a place where collaboration and teamwork are fostered. As one of the Greater Toronto’s Top Employers for 2021, we continuously employ workplace best-practices – and they’re getting noticed! Excellence demands brilliant personalities, visionary thinking and a passion for public service. Vaughan is your place to grow.

Position Overview:

The Enterprise Information Management (EIM) Analyst - [Enterprise Content Management Software (ECMS) System Functional Support] plays a key role within the Enterprise Information Management Services (EIMS) team, mainly responsible for the City’s ECMS system implementation and sustainability. This position provides strategic and functional advice on the evaluation, planning, and continuous improvement of the City’s EIMS infrastructure and systems regardless of format. This includes: systems evaluation and design; risk assessments; Information Governance (IG) policy tools development and EIM advisory services. As the main administrator of the City’s ECMS system, this position will be responsible for system configuration, training of staff, providing day-to-day functional support, updates, liaising with the system vendor and the Office of the Chief information Officer (OCIO) to resolve technical issues and ensure optimal operation, and gather feedback regarding EIM systems effectiveness.

Responsibilities:

• Manages and maintains the City’s Enterprise Content Management Software System (ECMS) in collaboration with the OCIO unit and other stakeholders. This includes applying information management automation and innovation, implementing functional configurations, research, evaluation, and current content management technology, product, and solution options

• Delivers presentations and tailored user training sessions with the ability to engage with client departments on different levels, including advising, supporting, and training varying levels of stakeholders in the use of ECMS and in handling City records on an ongoing basis; Leads discussions and formal workshops to gather and analyze stakeholder’s business requirements and translate into a solution that best utilizes ECMS functionality.

• Identifies Information Governance (IG) and ECMS requirements and risks; continuously makes recommendations for enhancements; defines metrics to measure ongoing success of the governance framework (including ECMS audits), and recommends enhancements; prepares and analyzes statistical information; and leads special projects.

• Leads and matures the ECMS support model; Works closely with all client departments to manage ECMS expectations, scopes and develops realistic strategies that drives efficiencies, supports regulatory compliance, and demonstrates value in the ECMS solution.

• Establishes and maintains a partnership with stakeholders to develop essential elements of the EIM Program including the City’s functional classification system (DIRKS), metadata schemas, and security; ensures access control measures are in place; assesses and classifies electronically stored information to eliminate Redundant, Outdated, Trivial (ROT) content using established business retention rules.

• Ensures electronic business systems technology and practices are compliant with the City’s IG requirements and standards.

• Provides EIM subject matter expertise and support to varying initiatives; Acts as an influencer within the organization as it pertains to the City’s EIM policies and ECMS system.

• Responsible for identifying and interpreting legislation, standards and procedures required for the effective management of Corporate records and information in accordance with accepted information management (including archival) standards and practices

• Provides leadership and technical expertise in support of all phases of the City’s ECM project including: records and information analysis, classification system evaluation and design, acquisition, appraisal, selection, accessioning, arrangement, description, conservation/migration strategies, etc.

• Provides strategic and functional advice on the evaluation, planning, and continuous improvement of the City’s EIMS infrastructure and systems (digital and physical).

• Provides assistance where required, to maintain existing EIMS operations.

• Plans, designs, implements and maintains customized departmental information management solutions for client departments to help them manage information regardless of format (paper and electronic documents).

Qualifications and experience:

• University Degree in Records Management/Archival Science preferred, or suitable equivalent.

• Minimum five (5) years' experience in records/information management, with at least three (3) years' experience in ECM software system deployment and management.

• Certified Information Professional and/or Certified Records Manager designation an asset.

• Project Management experience with a focus on EIM or ECM an asset.

• Must possess the ability to provide functional guidance with ECM Products & Utilities, specifically focusing on Information access and security modeling, Records/Information Management, Business Workflows, Governance and Reporting.

• Strong written and verbal communication skills with the ability to engage with stakeholders on different levels.

• Knowledge and experience with O365/SharePoint product suite and LaserFiche, and associated EIM capabilities.

• Experience and knowledge in Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) is an asset. Demonstrated ability to exercise discretion when handling sensitive and confidential data.

• Strong interpersonal skills and presentation skills to provide effective training and support to staff on ECM functionality and practices.

• Knowledge of, or demonstrated ability in, the City’s core competencies and relevant functional competencies.

• Valid ‘G’ driver’s license, in good standing, with access to a reliable vehicle for corporate use.

• Ability to work outside normal business hours as required.

In addition to offering a competitive compensation package, we have a strong focus on health and wellness, including fitness facilities and family-focused benefits.

If you are an energetic person who is interested in bringing your knowledge and passion to the City of Vaughan, please visit our website to apply online by August. 9 2023.

We thank all applicants for their interest; however, only those selected for an interview will be contacted. Please be advised, the City of Vaughan uses email to communicate with applicants for open job competitions.

The City of Vaughan is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The City of Vaughan is also committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs.