Regulatory Records Management Analyst

Trans Mountain operates Canada’s only pipeline system transporting oil products to the West Coast. We deliver approximately 300,000 barrels of petroleum products each day through 1,150 kilometres of pipeline in Alberta and British Columbia, and 111 kilometres of pipeline in Washington state.

Our Core Values

Trans Mountain’s core values – Safety, Integrity, Respect and Excellence – guide our every step. Each obstacle we’ve overcome or success we’ve experienced has been the result of a shared commitment to living these values every day. Together, we’re focused on doing the right thing for each other and our communities.

As a Regulatory Records Management Analyst with Trans Mountain, you’ll have the opportunity to work with a progressive and fast-paced group of regulatory professionals. This role supports information management of controlled regulatory records and documents from initial templating and document production to regulatory filing submission and records management.

Reporting to the Manager, Regulatory, this position maintains the regulatory records through the management of electronic media and in some cases paper, housed in shared drives and SharePoint. This includes the intake of records, naming, applying metadata, processing, storing, retrieving, and preserving regulatory records. This role is situated within the Regulatory department’s administration and records management team and requires collaboration with other members both within the department and across the Company.

Key Responsibilities

• Maintain the document library and file management system including intake of records, undertake file naming in accordance with established nomenclature, assign metadata, and add documents to the library on a timely basis after submissions to the regulator. Ensure that retention/archiving of controlled documents and records follow Trans Mountain’s policies and procedures
• Monitor and communicate changes impacting Regulatory for controlled documents as a member of the Document and Records Management Committee
• Lead the completion of the SharePoint migration project, a multi-year project, involving the migration of the remainder of the regulatory files from shared drives into the SharePoint platform
• Spearhead the records management procedure for the regulatory department; Assess the file management system and recommend improvement opportunities to ensure retrieval of records is efficient. Participate, monitor, and communicate changes impacting Regulatory for the Information Management Program as a member of the Information Management Stewards
• Design, create and configure SharePoint sites/libraries and maintain multiple SharePoint sites/libraries including uploading files, classifying, and indexing files. Coordinate access to confidential and non-confidential information stored in SharePoint sites/ libraries and shared drives
• Create and maintain templates for regulatory work products. Assist the team in modifying templates where needed, and manage document production (i.e., formatting, justification) in preparation for regulatory submissions
• Alongside the regulatory team, manage internal reviews through a standardized process. Undertake submissions to the regulator through regulatory submission repositories and maintain records of all regulatory submissions

Qualifications And Professional Experience

• Completion of a 2–3-year college program in Information or Records Management Technology or Library Science
• In-depth understanding of effectively managing records/data on large databases, i.e. SharePoint
• Working knowledge of SharePoint, Word, and Excel
• Knowledge of records and information management systems and principles
• Experience with Government or Regulatory agency record coordination
• 6+ years of experience in Records Management

We Build Careers and Pipelines That Last

Our story is about determination, resourcefulness and resilience. It’s about charting our own course, finding innovative solutions to challenging problems and doing the right thing. It was true when Trans Mountain became a company in 1951 and it’s just as true today. We welcome new members to our team that embrace the qualities in our story, that thrive on the new path and directions we take. Our culture is one of care and taking our responsibilities seriously. If you would like to contribute to our culture, then join our journey.

A Rewarding Opportunity

We offer:

• Valuable experience providing opportunity for professional development and career advancement;
• An opportunity to engage with and learn from some of the most talented and experienced people in the business;
• Comprehensive benefits programs including flexible benefits, pension and savings plans
• Meaningful work that makes a difference;
• Competitive compensation;
• A place to share a sense of purpose and build relationships;
• An opportunity within the Canadian energy industry.

We value:

• The commitment and resilience of our people;
• Collaboration and achieving success together.
• Meaningful participation from Indigenous and local communities;
• The health, safety and wellness of everyone working in our company;

In keeping with Trans Mountain’s commitment to maximize benefits for communities, priority will be given to qualified candidates from Indigenous, local and regional communities along the Trans Mountain existing, and expansion, pipeline corridor.

In Alberta, the existing pipeline system spans the traditional territories of Treaty 6, 7 and 8, and the Métis Nation of Alberta (Zone 4).

In British Columbia, the system crosses the traditional territories of numerous First Nations that are affiliated with the Secwepemc, Dakelh (Carrier), Nlaka'pamux, Syilx/Okanagan, Interior and Coast Salish, Stó:lo, as well as the Métis.

Trans Mountain also operates through 15 First Nation Reserves located within the region spanning the BC interior through Fraser Valley.

Our Commitment to Diversity and Inclusion

Trans Mountain is committed to supporting diversity and individual differences. The diverse viewpoints and cultural knowledge that our employees bring to work enrich our organization’s collective cultural understanding, which is reflected in the work we do every day. Trans Mountain welcomes new team members from traditionally underrepresented groups, including women, Indigenous Peoples, members of visible minorities and persons with disabilities.