New Job Centralized Data & Document Management Specialist In Alberta

Job Information

Job Requisition ID: 42469

Ministry: Municipal Affairs

Location: Edmonton

Full or Part-Time: Full Time

Hours of Work: 36.25 hours per week

Regular/Temporary: Regular

Scope: Open Competition

Closing Date: June 7, 2023

Classification: Subsidiary 01B 3625 Administrative Support 6

About Us

The Ministry of Municipal Affairs assists municipalities in providing well-managed, collaborative, and accountable local government to Albertans.

Our main responsibilities are:

• Funding supports for municipalities.
• A system that strives to ensure appropriate safety standards for the construction and maintenance of buildings and equipment.
• Protections for new home buyers and required licensing for home builders.
• Province-wide support for access to public library services for Albertans
• A comprehensive approach to managing emergencies in the province through the Alberta Emergency Management Agency.
• Management of about 2.6 million acres of public land in the province's three Special Areas.
• Independent review and decisions on local matters by the Land and Property Rights Tribunal.
  

Assessment Services Branch (ASB) has two distinct business units, the Centralized Industrial Property Assessment unit (CIPA) and the Linear Assessment and Data Management unit (LADM). These units work collaboratively under the direction of the Assessment Services Branch (ASB) using common delegated assessors, contract administration, budget monitoring, financial support functions, IT applications, and other business resources.

Role

Reporting to the Manager, Finance & Administration and working closely with the Quality Assurance (QA) team, as a Centralized Data and Document Management Specialist, you will be responsible for the development and implementation of a comprehensive information management framework for the Assessment Services Branch (ASB), through the adoption of well-defined policies, standards, and guidelines that align with the ministry and GoA policies.

Responsibilities:
Your primary responsibilities in this position will include:

• Overall management of ASB’s information, which takes many forms including notes, images, audio visual recordings, documents, maps, drawings, photographs, letters, and various other information that is written, photographed, recorded, or stored.
• Development and implementation of an information management framework for ASB that will include new information resources that ASB’s is collecting.
• Alignment of the framework to the Municipal Affairs Information Management (IM) policy, ensuring it follows the goals and objectives of the ministry’s IM Program.
• Design, development, implementation, and maintenance of an information management system that maximize the value and usefulness of ASB’s office information management resources.
• Development of internal policies, procedures, and guidelines that adhere to and reflect regulatory and other GoA information management requirements for staff to achieve consistent practices across ASB.
• Leading the analysis of existing GoA record retention and disposition schedules to ensure they align with ASB’s office repositories to ensure information is being saved and retained in a consistent fashion.
• Undertaking the review and analysis of ASB’s information holdings to identify opportunities to digitize paper records, to reduce the space required to house physical records.
• Overseeing the transition from a paper environment to an Electronic Information Management environment (EIM) through the adoption of GoA best practices in business solutions.
• Leading the development and delivery of training and/or coaching sessions on ASB’s office information management processes for unit’s staff.
• Liaising with external stakeholders on the transfer of assessment information to ASB, to ensure information is transferred appropriately and within required timelines.
• Ensuring ongoing availability of information resources, including archived information, to enable advisors and other staff to complete job duties effectively.
• Receiving and processing external requests for information, within appropriate framework for disclosure of ministry information.
• Records management support for the team around Land & Property Rights Tribunal assessment complaints. This will involve tracking of complaints, pulling records and drafting impacts
  

The Centralized Data and Document Management Specialist provides leadership on information management and coordinates the information needs for a multi-disciplinary professional team within the ASB. Through quality assurance audits and inspections, identify areas in the system that are not complying with the standards and address the deficiencies to achieve compliance. This position will be the ASB lead on developing recommendations and action plans to address non-compliance with ASB’s information management plan.

Qualifications

Required:

• High School Diploma.
• 4 years of progressively responsible related experience.
• Experience in records management and information management.

Equivalencies: Directly related education or experience considered on the basis of:

• 1 year of education for 1 year of experience; or
• 1 year of experience for 1 year of education.

Assets:

• Post-secondary education in Business Administration, Records Management or a relate field.
• Experience in developing Information management system.
• Expertise in MS Office Suite.
• Experience with information and records management software products.
• Working knowledge of Electronic Content Management systems.
• Experience with applications like IMAGIS, ARTS and Versatile or similar.
• Strong knowledge of the access and privacy provisions under the Freedom of Information and Protection of Privacy Act (FOIP).

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies:

The following competencies are essential for this position:

Agility – you proactively incorporate change into processes and create opportunities for improvements.

Creative Problem Solving – you use a wide range of techniques to break down problems and allow others to think creatively and voice ideas to identify new solutions.

Systems Thinking – you take a long-term view of the objectives, challenges, and opportunities and anticipate outcomes and potential impacts.

Drive for Results- Knowing what outcomes are important and maximizing resources to achieve results that are aligned with the goals of the organization, while maintaining accountability to each other and external stakeholders.

Salary

$2,042.85 to $2,511.73 /bi-weekly ($53,318 to $65,556 per year)

Notes

Terms of Employment: Permanent position

Hours of Work: Monday to Friday, 36.25 hours per week.

Location: Edmonton, other locations may be considered.

Note:
Applicants are advised to provide a cover letter summarizing information that clearly and concisely demonstrates how their qualifications meet the advertised requirements, including education, experience, and relevant examples of required competencies.

Additional Information:
Instructions for your Resume:
For Employment Experience, please indicate duration of employment (month, year).
Please specify employment status (i.e., Casual, part-time, or full-time)
Ex: Youth Worker, Jan 2006 - June 2009, Part-time (three 8 hr. shifts/week)

For any Post-Secondary Education:
Please specify your major and length of program and the year you graduated.
Ex: Bachelor of Social Work, 4-year Degree (Graduated 2017)

This position may be used to fill future vacancies across the Government of Alberta, at equal or lower classification and salary.

Links and information on what the GoA have to offer to prospective employees:

• Working for the Alberta Public Service –
• Pension plans:
  • Public Service Pension Plan (PSPP) –
  • Management Employees Pension Plan (MEPP) –
• Leadership and mentorship programs
• Professional learning and development
• Positive workplace culture and work-life balance
• Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreements
• Research Alberta Public Service Careers tool –

How To Apply

If you are not currently an employee with the Government of Alberta, the first step in applying for a job is creating your candidate profile within our online application system,

Existing employees should access the Career tile in 1GX to submit their application in order to be recognized as an internal applicant.

Once you have created your candidate profile, visit the Alberta
Public Service job site to apply for jobs at

Applicants are advised to provide information that clearly and concisely demonstrates how their qualifications meet the advertised requirements, including education, experience and relevant examples of required competencies.

Resources for applicants:

It is recommended that applicants who have obtained educational credentials from outside of Canada and have not had them previously assessed, obtain an evaluation of their credentials from the International Qualifications Assessment Service (IQAS)

Closing Statement

This competition may be used to fill future vacancies, across the Government of Alberta, at the same or lower classification level.

We thank all applicants for their interest. All applications will be reviewed to determine which candidates' qualifications most closely match the advertised requirements. Only individuals selected for interviews will be contacted.

If you require any further information on this job posting or a copy of the role profile, and/or require a disability related accommodation during the recruitment process, please contact Khadija Akther, TAS Administrator at [email protected].

If this competition is closed as per the closing date noted above, please continue to check