New Job Supervisor Records Centre Operations In Ontario

SUPERVISOR RECORDS CENTRE OPERATIONS

Company : City of Toronto
Salary : $88,980 - $104,541 a year
Location : Ontario

Full Description

    Job Category:

    Division & Section: City Clerk's, City Clerk's Corporate Info Mgmt Svcs

    Work Location: Metro Archives & Records Centre, 255 Spadina Rd, Toronto, M5R 2V3

    Job Type & Duration: Permanent Vacancy

    Salary: $88,979.80-$104,540.80, TM1264, Wage Grade 6.5

    Shift Information: 35 hours per week

    Affiliation: Non-Union

    Number of Positions Open: 1

    Posting Period: 25-Nov-2021 to 09-Dec-2021


To organize and facilitate all the operational requirements of Client Services by assisting in the overall planning, direction and coordination of the storage and retrieval of the City's information assets; and implement policies and procedures to improve storage and retrieval processes, set priorities and identify areas of improvement.


Reports To:


City Archivist


Supervises:


Various Unionized Jobs


Major Responsibilities:


  • Implements detailed plans and recommends policies/procedures regarding program specific requirements within the City’s Records Centres.
  • Supervises, motivates and trains assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
  • Supervises the day to day operation of all assigned staff including the scheduling, assigning and reviewing of work. Authorizes and coordinates vacation and overtime requests. Monitors and evaluates staff performance, approves salary increments, hears grievances and recommends disciplinary action when necessary.
  • Provides input into and administers assigned capital and operating budgets, ensuring that expenditures are controlled and maintained within approved budget limitations.
  • Supervises and monitors the ongoing space management requirements of the facilities while coordinating the safe storage and circulation of the Corporations inactive, permanent and archival records.
  • Ensures that the City's information assets are not comprised through improper management or handling of inactive, permanent and archival records and thereby not jeopardizing the City's financial, legal or governance status.
  • Ensures the validity of the lists by identifying records retrieved for destruction against the actual records and then issuing the Certificate of Destruction
  • Oversees the destruction of records by the private sector contractor to ensure that they are destroyed in compliance with MFIPPA and maintains original documentation for audit purposes.
  • Liaises and consults with IT staff regarding enhancements related to digital records management and sub-systems that manages the storage of the records at the Records Centres.
  • Reviews and/or revises services to guarantee compliance with laws, regulations, policies, plans and procedures as it relates to accession, retention and destruction of Corporate records.
  • Ensures that all Records authorized for destruction are disposed of in a timely manner to minimize the City's storage costs and risk to the corporation.
  • Ensures that all Records Centre Services staff receive and are certified in the safe operation and maintenance of order pickers (fork lift), and in compliance with City Policies and the Occupational Health & Safety act.
  • Ensures that the Records Centres are operating in compliance with established Health and Safety practices and procedures through regular Joint Occupational Health & Safety meetings and inspections.
  • Maintains corporate vehicles assigned to Records Centre Services, scheduling regular maintenance and ensuring safe operation in accordance with City Policies and Highway Traffic Act.
  • Acts as the primary contact for the City Divisions and ABC's in trouble shooting location errors, misfiles, legacy storage issues and circulation searches on short notice.
  • Delivers corporate course on Policies, Procedures, Processing and acceptable use of Records Centres and provides tours of the Records Centres to ABC's as required.
  • Responds to afterhours emergencies and requests for boxes of records when necessary and on call for temporary afternoon shift.
  • Coordinates the movement of records between the Records Centres and the City's business units.

Key Qualifications:


Your application must describe your qualifications as they relate to:


  • Considerable experience in planning, coordinating and executing Supervisor duties within an information management warehouse environment.
  • Extensive experience supervising staff, including hiring and handling day to day human resources and labour relations issues.
  • Considerable experience managing operational and capital budgets related to Records Centre activities.
  • Considerable experience managing health and safety requirements within a warehouse environment.
  • Experience working with relevant legislation and Canadian public sector administration including purchasing, financial and administrative policies, procedures and practices.
  • Highly developed customer service, interpersonal and communication skills (verbal and written), and ability to deal effectively with staff at all levels of the organization, elected officials, the media and the public.
  • Ability to plan, organize, establish goals and priorities, think creatively, implement new ideas and manage change in a dynamic environment.
  • Ability to initiate and sustain partnerships that leverage resources and support for Records Centre Services.
  • Excellent project management skills with the ability to prioritize, the flexibility to adapt to shifting priorities, and capacity to compete multiple projects in a high pressure environment.

Note: All City of Toronto employees are required to be fully vaccinated as a condition of hire in accordance with the City's Mandatory Vaccination Policy. Candidates will be required to show proof of vaccination during the recruitment process.


Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.


Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.


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