Information Management Analyst - Jobs in Oakville, ON

Job Description

Job Details:Full Time CUPE 1329Posting Status:Open to all current Town of Oakville employees and external applicantsClosing Date:Applications for this position must be received at oakville.ca by no later than 11:59 pm on July 15, 2022.Job Responsibilities:The Information Management Analyst reports to the Supervisor, Service Delivery in Building Services and is a key contributor to modernizing Building Services’ information management practices, systems and the suite of departmental online service information offerings.This role acts as steward for Building Services information, analyzes and identifies opportunities to optimize digital information storage and access experiences, develops departmental policies, procedures and practices for creating, storing, and accessing information to meet evolving service delivery priorities including Freedom of Information requests through the Clerks department and routine disclosure requests managed through the department.In this role, the Information Management Analyst:

• Develops draft departmental policies, procedures and practices for creating, storing, and accessing information to meet evolving service delivery priorities, implements and provides ongoing monitoring of departmental adherence and continuous improvement/updates.
• Researches and analyzes emerging trends and information technologies in the building/construction industry, consumer needs and online service offerings to inform future business or technology projects.
• Prepares reports and makes recommendations to inform and scope project plans.
• Identifies and prepares inventories of records and information in all media. Analyzes the department’s information collection and handling practices to ensure quality, consistency and controls are being followed, advises on departmental policies and standard operating procedures to improve data accuracy and information handling practices.
• Manages all stages of the life cycle of Building Services’ information in accordance with MFIPPA and the town’s policies and monitors quality assurance in regards to naming conventions, records classification, indexing, and application of disposal classes for retention and final disposition processing.
• Project manages and collaborates on change initiatives relating to Building Services’ information management and creation of integrated information systems with Building Services staff, consultants, lead project teams, working groups, governance steering committees, or other agencies. Recommends solutions to integrate various sources of property development information into common technologies/platforms accessible to project or departmental teams and partner businesses.
• Assists in locating records required for audits, investigations, projects and in support of the information needs of the departmental management team.
• Provides assistance to requests under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) through the Clerks department, routine disclosure through the department and automated services.
• Provides customer support, researches and retrieves records, troubleshoots issues, processes financial transactions, digitizes records, redacts/stamps documents and drawings as required and releases records to the customer as appropriate.
• Provides technical leadership, mentoring, and coaching to create a culture of accountability and innovation with respect to digital assets. Develops and delivers departmental training, communication, and change management sustainment plans with respect to information handling, information management and data quality.
• Provides advice to the department and business partners/vendors in the development of communication and training materials for business and technology solutions, process changes or procedures with respect to digital information assets.
• Performs other duties as assigned.

Qualifications/Skills:

• Successful completion of a post-secondary degree in Business, Communications, Information Management, Data Management, Information Systems or related studies (such as Library Science) or similar discipline.
• A post-secondary certificate or diploma related to Records and Information Management is considered an asset.
• Minimum three years’ experience performing information management which must include a minimum of one year experience with electronic document and information management systems.
• An equivalent combination of education and experience may be considered.
• Experience in the lifecycle management of information in all media, including preparation of inventories for electronic and physical information assets, setting access rights, establishing standard metadata elements for information in all formats, analyzing business processes to enable digitization, monitoring departmental retention schedules for physical and digital information formats.
• Strong communication skills with the ability to collaborate with a variety of stakeholders.
• Ability to conduct research, analyze complex information and produce facts and reports and handle confidential and sensitive information with discretion and tact.
• Ability to work effectively in a collaborative team environment with multiple priorities and pressures with minimum supervision
• Experience in understanding, designing, and implementing data architectures that enable well-integrated transactional, collaborative, and analytical systems.
• Experience leading projects and/or working with project teams.
• Experience in project management, change management processes and training delivery are an asset.
• Experience working with document/records management technologies and Geographic Information Systems (GIS) is an asset.
• Ability to lift and move heavy, awkward, and oversized items such as plotter size rolls of drawings, heavy duty staples and archival boxes weighing up to 50 pounds in order to access records.
• Knowledge of construction drawings and documents, building industry knowledge and /or experience with Amanda, Bluebeam and Tippets software or similar would be preferred.
• Knowledge of the Ontario Building Code and other applicable laws is considered an asset.

DATED: June 24, 2022.The successful candidate will be required to submit proof of full vaccination in accordance with the town’s COVID-19 Vaccination Policy and Procedure. Accommodation requests for new hires that are unable to get vaccinated against COVID-19 for reasons protected under the Ontario Human Rights Code, must be made in writing to the Human Resources department.This job profile reflects the general requirements necessary to perform the principal functions of the job. This does not include all of the work requirements of the job. Applicants are required to demonstrate through their application and in the interview process that their qualifications match those specified. The minimum threshold score for each of the testing and interview components of the recruitment process is 75%.We thank all applicants and advise that only those selected for an interview will be contacted.Quick Apply

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