Reporting to the Legislative Services Supervisor, the Legislative and Records Management Coordinator is responsible for assisting the organization with provisions of corporate, legal, and legislative services. This position will be responsible for guidance to various departments in the development and implementation of Bylaws, Policies, Procedures, City Contracts and Agreements, with respect to municipal programs and services, ensuring they are following statutory and legal requirements.
This position also oversees the organization’s electronic and paper Records Management program.
Responsibilities:
- Prepare agendas and relevant background materials for City Council, Committees, and other meetings, and provide support to various Council Committee meetings by recording minutes and processing business arising from the meetings.
- Provide support with policy and bylaw development, review processes and maintain policy and bylaw registry; liaise with departments to accomplish policy development and review.
- Contribute to projects including elections and census.
- Assist with quasi-judicial hearings.
- Assist with (FOIP) requests for the City.
- Establish, review, and maintain the City’s information management systems, including the Electronic Documents and Records Management System, by implementing and upholding the corporate classification system, conducting, and maintaining a municipal records inventory, classifying all file subjects, assigning retention dates and dispositions to new records, and developing policies, retention schedules, procedures, and guidelines.
- Work with departments to analyze records and business processes to evaluate and recommend classification codes, indexing/metadata values, maintenance approaches, search strategies and disposition practices for information and records.
- Coordinate the transfer, storage, and destruction of inactive records, including the annual yearend file closure processes and transfer from departments to main file storage areas, and the annual disposition process.
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