SUPERVISOR RECORDS CENTRE OPS BUILDING

　　Job ID: 43414

　　Job Category: Records & Information Management

　　Division & Section: Toronto Building, Customer Experience Toronto Building

　　Work Location: 2 Hobson Ave, Toronto, M4A 1B3

　　Job Type & Duration: Permanent, Full-time

　　Salary: $86,500.00 - $108,459.00, TM1936, Wage Grade 6

　　Shift Information: Monday to Friday, 35 hours per week

　　Affiliation: Non-Union

　　Number of Positions Open: 1

　　Posting Period: 19-Jan-2024 to 02-Feb-2024

　　Reporting to the Manager, Records and Information Centre, you will lead a team of records staff in the management of Toronto Building records and the processing of routine disclosure requests as guided by the requirements of the City of Toronto Act, 2006, the Municipal Freedom of Information and Protection of Privacy Act.

　　Major Responsibilities:

　　Implements detailed plans and recommends policies/procedures regarding program specific requirements.

　　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, approve salary increments.

　　Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.

　　Develops and maintains an in-house central document management system of building records and data base information system.

　　Plans, directs and supervises day-to-day operations of the Records Centre to ensure optimum customer service by providing leadership, guidance and support to staff.

　　Improves business standards and policies/procedures by conducting internal assessments of business practices and then recommending and implementing business process improvements.

　　Analyzes data and trends to identify services improvements and risk mitigation opportunities. Liaises with management team to recommend ongoing process improvements.

　　Monitors and maintains operational performance standards for staff within assigned team by holding regular scheduled meetings and reviewing Key Performance Indicator (KPI) tracking forms.

　　Responds to escalated customer complaints to resolve issues and maintain a high standard of effective services standards.

　　Develops and distributes clear and consistent communication to team members (e.g. oral or written correspondence) which focuses on maintain and improving client focused operations as they affect service standards.

　　Develops and implements training documentation, teaching-aids and procedures for the orientation of newly hired staff and re-orientation of existing staff.

　　Conducts training on customer service, MFIPPA, routine disclosure policies and procedures, research methods.

　　Conducts research to locate and obtain existing records.

　　Key Qualifications:

　　Post secondary education in records and information management or an equivalent of education and experience in a relevant field.

　　Experience motivating, leading, and managing staff within a dynamic, fast-paced customer service environment.

　　Experience working with document or records management systems or database technologies, such as Livelink Record Server, SharePoint, OpenText, Gimmal, TRIM, IBMS, etc.

　　Excellent analytical, conflict resolution and problem-solving skills to effectively manage complaints and develop and recommend impactful solutions.

　　Highly developed interpersonal, written and oral communication skills, with the ability to deal effectively with staff at all levels of the organization, elected officials, the media, and the public.

　　Ability to provide day-today supervision of teams in a union environment.

　　Understanding of process improvement to identify and implement efficiency measures and improve service delivery while maintaining records and information management standards and principles.

　　Familiarity with government legislation including the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), City of Toronto Act and Occupational Health and Safety Act.

　　Knowledge of building records would be considered an asset.

　　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 toemployment equity (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .

　　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’sHiring Policies and Accommodation Process (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .