Records & Information Analyst (6586) Jobs

JOB INFORMATION

Requisition ID: 6586

Number of Vacancies: 2

Department: Legal (20000045) - Commission Services (30000494)

Salary Information: $69,324.00 - $86,868.60

Pay Scale Group: 7SA

Employment Type: Temporary December 31, 2028

Weekly Hours: 35 Off Days: Saturday/Sunday Shift: Days

Posted On: May 2, 2023

Last Day to Apply: May 16, 2023

Reports to: Project Lead, ModernTO Information Management

For Inquiries: Mark Fellin,416-397-8527

The Toronto Transit Commission (TTC) is North America's third largest transit system and has been recognized as one of the top places to work in the GTA. Guided by a forward-thinking strategic plan, the TTC's vision is to be a transit system that makes Toronto proud. The TTC's recruitment efforts are directly aligned to its mission of providing "a reliable, efficient, and integrated bus, streetcar and subway system that draws its high standards of customer care from our rich traditions of safety, service and courtesy."

General Accountability

Reporting to the Project Lead, ModernTO Information Management, the Records and Information Analyst (RIA) is responsible to research, develop, and execute on records and information management policies, procedures, guidelines, classification and retention schedules, training plans, presentations, and other documentation to support the effective management of TTC records and information.

The RIA will provide one-on-one and group support to TTC departments impacted by the ModernTO Program and provide expert advice and assistance in implementing electronic records management and record keeping solutions.

The RIA is also responsible for designing, developing, and implementing Departmental Information Systems for departments as assigned, providing support to the development of the Enterprise Content Management System (ECM) and/or Information Management Program, analyzing and reviewing Information Management (IM) operations and recommending enhancements, analyzing statistical information and participating in special projects, as required.

Key Job Functions

• Advises and engages in the design, development and auditing of physical and electronic records and information management systems for collecting, processing, storing, retrieving, and protecting records and information for all TTC departments.
• Assists with the design, development, and implementation of corporate electronic document records management systems (EDRMS) and ensures compliance with IM policies and procedures, including systems requirements for cost effective information handling: records creation, classification, filing, retrieval and indexing systems, retention scheduling, and vital records protection.
• Works collaboratively with TTC departments and other stakeholders to understand record keeping issues from specific and general contexts, e.g. the context of a specific line of business (specific) and from a corporate service perspective (general).
• Reviews and identifies issues on information collection, storage, organization, protection, security, retrieval, use, and disposition; reports on findings where they affect corporate information management policies and makes recommendations as appropriate.
• Participates in ModernTO IM Program activities, including submission of revisions to the Corporate Records Retention Schedule.
• Recommends data structures, including records management forms, to ensure proper analysis, and capture of information assets and holdings.
• Prepares new physical and electronic files, and receives and processes records transfers to inactive storage in accordance according to the TTC’s Records Retention Bylaw, policies, standards, and guidelines.
• Monitors records management practices in the departments for compliance with established policies and procedures.
• Assists in assessments of departmental IM programs, taking inventories and conducting interviews and training, as appropriate; reviews and evaluates the results with the Project Lead, Information Management.
• Develops, organizes and conducts seminars, presentations, workshops and training sessions on record keeping principles and practices for TTC staff; works in collaboration with the Freedom of Information and Privacy section of Commission Services for training topics such as public access and privacy.
• Assists with the administration of the TTC’s physical records program, including verifying and educating users on the use of appropriate retention codes, records management best practices and standards, and applicable legislation; ensuring all information is accurately indexed and boxed, facilitating retrieval of boxes, and ensuring secured destruction of records that have met their retention requirements.
• Maintains centralized internal records management and information systems to support business activities and initiatives, maintaining electronic and manual records management systems and ensuring the integrity and confidentiality of all records and information.
• Develops manuals on policies and procedures on departmental record systems and/or records management best practices.
• Manages relationships with staff across all the departments and levels within the organization to respond to requests, understand business information needs, resolve data/information discrepancies, and provide systems access training and support.

Skills

• Create and deliver presentations in various formats
• Demonstrate specialized expertise and knowledge in the assigned field
• Communicate in a variety of mediums
• Gather information and conduct research
• Apply analytical skills

Education and Experience

• A Certified Records Analyst Designation and Asset.
• Experience planning, developing, and delivering training to individuals and groups, i.e., end-users, on records and information management practices.
• Demonstrated ability to exercise good judgment and discretion in dealing with difficult situations and/or responding to internal/external inquiries.
• A University Degree, or College Diploma in a related discipline (public administration, records management, information management), along with directly related work experience; or a combination of education, training, and experience deemed to be equivalent.
• Excellent verbal and written communication skills, including the ability to explain policy and process; ability to vary styles of interaction and communication as needed for target audience.
• Proven commitment to delivering superior customer service and ability to provide troubleshooting support.
• Required to lift and/or carry records boxes weighing up to 30 lbs.
• Knowledge of metadata and data entry standards for active and inactive records.
• Familiarity with digital information management practices, standards, and principles.
• Ability to work as part of a team, while being independently responsible for assignments.
• Must have or rapidly acquire a comprehensive knowledge of the Ontario Human Rights Code and Related Orders including disability accommodation and accessibility requirements pertaining to passengers and employees.
• Experience working with document/records management technologies, such as SharePoint, Opentext, ProjectWise, etc.
• Demonstrated experience and knowledge of information and records management programs and practices.
• Knowledge of and demonstrated ability in information analysis.
• Proficient in the use of standard office equipment (laptop, printer, copier, scanner, mobile devices, etc.) and software (Microsoft Office, Adobe Acrobat, etc.).
• Adept at dealing with individuals from all organizational levels.
• Considerable experience in the lifecycle management of records and information in all media and formats, including preparation of records inventories for electronic and physical records, setting access rights, establishing standard metadata elements, analyzing business processes in collaboration with business units to enable digitization, and preparing retention schedules.

Additional Requirements

• Supporting diversity, inclusion, and a respectful work and service environment that is free from discrimination and harassment. Helps to remove barriers and accommodate employees and customers (within their area of responsibility) in accordance with TTC’s commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC’s policies.
• Provides advice and consultation to internal and external stakeholders.
• Maintains current knowledge of developments in IM and technology to identify pragmatic approaches, processes, and tools for record keeping.
• Conducts needs analysis through interviews, observations, and questionnaires to identify, resolve and improve procedures, practices, and/or systems.
• Promotes interdepartmental collaboration and information sharing.
• Provide administrative support to the Project Lead – Information Management as required.
• Performs other related duties as assigned.
• Manages multiple tasks, sets objectives/goals, meets deadlines and prioritizes work appropriately.
• Researches and analyzes IM current industry legislation, policies, standards, procedures and practices.

The TTC is committed to upholding the values of equity, diversity, anti-racism and inclusion in the delivery of its services and in its workplaces. The TTC is committed to fostering a diverse workforce that is representative of the communities it serves at all levels of the organization, and supports an inclusive environment where diverse employee and community perspectives and experiences bring value to the organization. The TTC encourages applications from all applicants, including members of groups with historical and/or current barriers to equity, including but not limited to, Indigenous, Black and racialized groups, people with disabilities, women and people from the LGBTQ(IA+) community.

Please see TTC website for full details.