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Offer: Records Centre Coordinator:Thames Valley District School BoardJob description:Records Centre Coordinatorby Thames Valley District School BoardEmployment type: Full-time Date Published: May 07, 2024 Job Description2024 May 07 Records Centre Coordinator (1.0 FTE, 12 month) LOCATION : Resource Services, Leathorne BAND : F HOURS OF WORK : 8:30 a.m. - 4:00 p.m. (Subject to Article 15.01(b)) RATE OF PAY : $28.67 - 34.22 per hour; DATE OF VACANCY : 2024 May 13 JOB SUMMARY: Reporting to the Records and Privacy agent, the Records Centre Coordinator acts as the board's subject matter expert regarding the requirements and storage of any board records with long-term storage kept at the Records Centre. They are the subject matter expert regarding the lifecycle of the Ontario Student Record (OSR) and provide direction and training on the contents and best practices to all staff. The function involves creating and delivering training on related topics, providing knowledge and guidance on Ministry standards and internal documentation, and collaborating with, and leading, other employees when working on related projects. The Records Centre Coordinator must be practiced and knowledgeable with all applicable legislative statues, guidelines, and requirements regarding education and student records. tasks AND RESPONSIBILITIES: » Information technology, computer, project management and facilitation expertise in order to supervise the day-to-day activities of the Records Centre; » practice in a coordinating function superviseing large-scale, continuing projects involving multiple departments/employees; » Requires superior organizational, prioritization and time management expertise in order to coordinate with Board Services and other employees to produce records held at the Records Centre in response to subpoenas, litigation, and Freedom of Information requests; » Requires excellent interpersonal expertise with effective communication expertise, both orally and in writing as the incumbent is required to present to, and train, staff members on best practices and Ministry standards regarding OSRs and Records Centre processes to mitigate risk and loss and increase knowledge; » practice creating materials for, and facilitating, training for employees; » Update applicable guidelines, policies and procedures, and create documentation, as required, in alignment with the Education Act-Ontario and current legislation; » Advise schools on the creation, distribution, transfer, and recreation of OSRs, work with Privacy agent on incidents of breach/loss regarding OSRs, and contact with Ministry of Education personnel as required regarding updates to OSR process; » Knowledge of Ministry of Education documents and directives-practice working with OSRs is an asset; » Ensure compliance with Ministry directives, the Education Act-Ontario, and TVDSB's internal procedures and processes regarding OSR standards and requirements; » Collaborate with the Records and Privacy agent and ONSIS Coordinator to find solutions related to OSRs or school storage needs and identify areas of concern and opportunities to enhance training for school staff; » Provide guidance to the Records Centre adjunct and Records Centre Clerk on questions related to transcripts and graduation requirements; » Respond to requests from third parties for psychological or speech and language assessments, as well as requests from law firms for other documentation; » Verify documentation issued by the Records Centre adheres to Ministry and board standards; » Contribute to large-scale projects as directed by the Records and Privacy agent; » Mitigate risk to the board by maintaining confidentially with OSRs and board archives; » Lead any complex searches that may require escalation or the involvement of the Records and Privacy agent, Superintendents, Senior Administration, and/or Principals; » Provide direction and coordinate activities regarding OSRs during school closures; » Update information and act as the administrator for both the Records Centre Helphub Knowledge Items and SharePoint pages; » Coordinate and supervise the shipment of inactive board records to the Records Centre, ensuring that records are kept for their lifecycle, and obtaining destruction approval when necessary; » Manage inventory list to ensure list includes proper description, records series, and destruction dates for each box; » Respond to Ontario Student Record requests from both internal and external schools; » Create charts, templates, and graphs to accurately capture Records Centre inventory and projected growth; » Create folder structures and templates, and apply metadata within an Electronic Document Management System (Laserfiche); » Process, initiate, and respond to privacy breaches at the direction of the Records & Privacy agent; » Process, initiate, and respond to Privacy Impact Assessments in the absence of the Records and Privacy agent; and » Other tasks as required QUALIFICATIONS : » Completion of a two (2) year Post-Secondary Diploma in Business, Administration or equivalent; » Training or education in records management or equivalent is highly desirable » Completion of, or willing to complete, Design for Privacy and Information Management course via University of Guelph; » A minimum of three (3) years of related practice working with records within a secondary school/alternative and continuing education environment/mid to large-size organization; » Basic knowledge of Canadian and international privacy laws an asset; and » Competency using Microsoft Office » Keyboarding expertise (35 w.p.m.), and the capability to use Word and Excel are required. » expertise assessment will be required If you were educated outside of Canada, you must have your certificates and/or diplomas or degrees assessed against Canadian education standards. This will enable you to provide proof of Canadian equivalency when applying for a job. The Alliance of Credential Evaluation Services of Canada is a membership organization that offers fair and credible academic credential assessment services in Canada. (NOTE: This is different from translating credentials into English). EXPIRY DATE: 2024 May 14 The Thames Valley District School Board is committed to equity and inclusion in the recruitment of qualified staff who reflect and support the diverse perspectives, practices and needs of our students and school communities. The Thames Valley District School Board seeks to ensure that all recruiting processes are non-discriminatory and barrier-free and will provide accommodations to candidates in conformity with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Please inform the Human Resources team member indicated below of the nature of any accommodation(s) that you require. We thank all candidates; however, only those selected for an interview will be contacted. Please note that it is the responsibility of the applicant to ensure that the application is received by Human Resource Services on or before the deadline date. Joy Lee StaffingSpecialist, Support Staff Organizational Support Services - Human Resources Apply Online Apply Now
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