Officer, Records Analysis and Projects Job at Canada Post - Postes Canada
Job Requisition Id: 163210
Business Function: Privacy and Compliance
Primary City: Ottawa
Other Location(s): Opportunity for [partial] remote work available
Province: Ontario
Employment Type: Full-Time
Employment Status: 2 year term with the possibility of extension or permanency
Language Requirement: Bilingual Imperative (BBCC)
Employee Class and Level: CPMGA01
Number of Vacancies 1
Job Closing Date: (MM/DD/YYYY) 01/15/2023
All qualified candidates will be considered however preference will be given to Indigenous people (First Nations, Metis or Inuit) or persons with a disability. This is a special measure employment equity initiative and candidates from this group who wish to qualify for preferential consideration must self-identify.
Job Description
Accountable for managing the development and implementation of analytical studies conducted by project teams. As corporate records expert, reports and makes recommendations on the state of records systems, procedures, holdings and equipment, work methods, and the degree of work simplification evident in day-to-day records administration. Analyzes and assesses study results including information and data from clients and develops and implements methods with clients to improve records operations. Develops, implements and controls changes to records retention and disposal schedules and prepares records management manuals for use throughout the Corporation. Recommends the needs for external resources (consultants), identifies and defines terms of reference and scope of work and monitors contract performance throughout the contract term.
Job Responsibilities
Below are the main job requirements and responsibilities for the Officer, Records Analysis and Projects.
- Manages the development and implementation of analytical studies conducted by project teams, to identify and resolve issues and problems concerning records classification, retention and disposal schedules contingency planning during labour disruptions, training and manual preparation.
- As corporate records expert, reports and makes recommendations on the state of records systems, procedures, holdings and equipment, work methods and the degree of work simplification evident in day-to-day records administration.
- Analyzes and assesses study results including information and data and develops and implements methods to improve records operations.
- Develops, implements and controls changes to records retention and disposal schedules and prepares records management manuals for use throughout the Corporation.
- Recommends the need for external resources (consultants), identifies and define terms of reference and scope of work and monitors contract performance through to completion.
- Provides guidance and advice as corporate expert on records management for the Corporation on records operations to ensure utilization of state-of-the-art methods, techniques, systems and equipment.
Coordinates resources for the implementation of corporate records systems, ensures adherence to retention and disposal schedules and recommends systems improvements.
- Monitor a decentralized file and records service. Provide corporate policy, regulatory acts and legislation to users.
- Develops and implements new file system initiatives for functional groups such as LR, Payroll, H&S, employee administration, project management.
- Utilizes tact and discretion when dealing with sensitive files and records such as Labour Relations documents and other classified material.
- Develops and implements work standards and statistical records in order to determine resource requirements and to assess the effectiveness and efficiency of records operations.
Job Responsibilities (continued)
Ensures necessary technological input and support are received from Head Office and I.S. concerning records automation systems development and implementation.
- Provides advice and guidance to systems and equipment users regarding security policies as they affect records systems and equipment to ensure access to classified information is appropriately authorized by senior management.
- Recommends records retention periods which are acceptable to principle users and prepares necessary approval submissions.
- Develops and implements records retention and disposal approvals and arranges for appropriate records to be transferred to Library and Archives Canada.
- Establishes and maintains contacts with users to provide input to the development of training programs, methods, aids and manuals and other materials for use in the training of corporate records personnel.
- Establishes and maintains contacts with other corporate groups to assist in developing and implementing uniform and consistent records management systems.
- Provides technical advice and guidance to users, and direct supervision in circumstances where the incumbent has subordinate staff.
- Ensures that privacy and Official Languages standards are built into the records systems in conjunction with Legislation.
- Ensures, through succession planning and training, a continuing development of competent staff and with potential for other assignments in CPC.
Works closely with Legal Affairs and Privacy to comply with legislation, regulatory acts and privacy acts.
Qualifications
Education
Completed post-secondary, preferably in a related field (Regulatory Affairs, Business Administration, Records and Information Mgt) OR a combination of equivalent professional experience and training
Experience
1 to 3 years of relevant functional experience with electronic records management and in the application of the Library and Archives of Canada Act
One or more years of experience in a unionized environment an asset
Previous project experience an asset
Other Candidate Requirements
Proficient computer skills and competent with Microsoft Office programs,
Familiar with M365 cloud platform and more specifically SharePoint Online
Strong communication, analytical, and customer service skills
Ability to work well in a team environment and to meet deadlines and requirement
Change Management certification an asset (e.g. ADKAR)
Designation and/or certification programs in Records and Information Technology Management college diploma or ICRM certification
Other Information
Safety Sensitive Positions
This position may be considered a Safety Sensitive position.
Employment Equity
Canada Post will represent Canada’s diversity and provide a safe and welcoming workplace that embraces and celebrates our differences. We are committed to employment equity and encourage applications from women, Indigenous People, persons with disabilities and visible minorities.
Disability is defined as a persistent or episodic physical, sensory, or mental health condition and/or functional limitation. Disability includes both visible and hidden conditions and/or limitations that may impact vision, hearing, mobility, flexibility, dexterity, pain, learning, developmental, mental/psychological, and memory.
Conflict of Interest
The Conflict of Interest Policy prohibits employees from hiring, supervising or reporting to, directly or indirectly via the reporting hierarchy, their immediate family or close personal relations. Should you feel that you may be in an actual or potential Conflict of Interest in regard to this job opportunity, you must communicate with the designated Human Resources representative.
Accommodation
Canada Post is committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you are contacted by Canada Post regarding a job opportunity, please advise if you have any restrictions that need to be accommodated. All information received in relation to accommodation will be kept confidential.
Important Message
Your application must clearly demonstrate how you meet the requirements as Canada Post cannot make assumptions about your education and experience. We thank all those who apply. Only those selected for further consideration will be contacted.
Our Leadership Behaviours
Decision Making – A champion of the organization who takes calculated risks and makes prudent, common sense decisions about current issues, future opportunities and resource requirements in a timely, well thought out manner that aligns with the corporation's best interests.
Accountability – An individual who strives for performance excellence and who holds themselves and direct reports accountable for decisions and actions and for learning from mistakes when intended results are not achieved.
Business Orientation – A proactive individual who understands the competitive nature of the business, and is committed to sustaining the business through excellent customer service and new business opportunities.
Execution – A focused and self-motivated individual who acts with a sense of urgency and delivers on time and within budget, by dealing effectively with challenges and ambiguous situations.
Leading People – A compelling communicator and leader who engages, motivates and inspires others to achieve results and who encourages personal growth and finding better ways of doing things.
Our Values
We value diversity as an essential part of who we are as a company, how we operate and how we see our future. We believe that attracting, developing, and retaining people who reflect the diversity of Canada is essential to our success because this matters to all communities and customers we serve.
Canada Post’s corporate values reflect the principles, beliefs and aspirations that guide our behaviour and shape our culture.
Safety – We are committed to a safe and healthy environment for all our stakeholders.
Customer – We serve Canadians with pride and passion.
Respect – We treat each other with fairness and respect.
Integrity – We act responsibly and with integrity.
Transformation – We will innovate and transform to win in the marketplace.
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