Records Management Administrator (Permanent)

Requisition number

SCHII00033

Job Category

Support Staff

Posting Start Date

Mar 13, 2025

Posting End Date

Mar 20, 2025

Location

East Education Office

Geographic Location

Scarborough

Panel Type

Not Applicable

Working at the TDSB

Our staff members are the backbone of our system. Becoming a part of the TDSB team means joining a talented community of educators and support staff dedicated to enriching the lives of all students and helping them to achieve success.

The TDSB is one of the largest and most culturally diverse school boards in Canada, with approximately 246,000 students in 584 schools and approximately 40,000 employees. We offer a dynamic, challenging work environment and unmatched career opportunities for our staff.
Please review the information provided and explore the exciting career possibilities the TDSB has to offer as we continue to establish ourselves as the leading school board of the new millennium.

The Toronto District School Board adheres to equitable hiring and employment practices. We strive to meet the accommodation needs of persons with disabilities. Applicants are encouraged to make their needs for accommodation known in advance during the application process.

Job Description

Records Management Administrator

1 – Permanent Position

Information Management

Schedule II, Level 5

(Non-Union – 12 Month)

$79,257 - $95,107

The Toronto District School Board adheres to equitable hiring, employment, and promotion practices.

Overall Purpose

Reporting to the Manager, Records and Information Management the Records Management Administrator will be responsible for the efficient and effective delivery of archival and records management professional services.

The Records Management Administrator will:

• implement and maintain the records management function in accordance with Board policies and procedures;
• train and support all staff on related records and information management policies and procedures; 
• ensure safety and security of highly confidential documents (e.g., public and private Board meeting materials, labour/negotiations, financial and litigation, human rights/equity, staffing, etc);
• ensure confidentiality within the information database and archives in accordance with relevant legislation.

Summary of Duties

• Work closely with the Manager, Records and Information Management to develop, establish, revise and update retention schedules as well as validate and track disposition of records for TDSB; 
• Implement a records management system to manage data collection, records management and inventory control;
• Ensure safety and security of highly confidential records/documents (e.g., public and private Board meeting materials, labour/negotiations, financial and litigation, human rights/equity, staffing, etc); 
• Develop and deliver training, orientation programs, guidance and assistance to all departments and schools with respect to their records retention and destruction schedules;
• Implement policies, procedures and guidelines to capture, maintain, protect and preserve the Board’s records;
• Assist staff across departments in the development and implementation of solutions and approaches to ensure proper records retention management processes are being followed;
• Provide technical and subject expertise and assistance to the departments;
• Assist with information categorization and efficient retrieval of records; 
• Assist the Manager, Records and Information Management with the implementation of a new electronic agenda, minute recording and agenda tracking process that will ensure efficient meeting processes; 
• Conduct annual audits to ensure records management processes and best practices are followed; 
• Develop documentation describing the records systems and its use;
• Monitor, review and guide departments and/or schools to assess compliance to Board records management policies and procedures;
• Attend and participate in departmental meetings; 
• Ensure appropriate information management storage and retrieval processes are in place; 
• Facilitate exchange of information between and within departments;
• Provide leadership in fostering equity and inclusiveness in the development and implementation of programs and services; and
• Other duties as assigned.

Qualifications

• Three year community college diploma in Records Management with a minimum of three years progressively responsible related experience, or an equivalent combination of education and experience;
• Knowledge and understanding of Board and departmental policies and procedures, related legislation and Ministry directives;
• Experience in developing and implementing an enterprise-wide information management system;
• Knowledge of related Board policies and procedures, Education Act, MFIPPA and relevant regulations; 
• Excellent written and oral communication skills including effective presentation skills;
• Knowledge of records management theory and principles, life cycle management and applying retention and disposition to records;
• Demonstrated project management skills;
• Strong attention to detail and organizational skills;  
• Proven ability to communicate effectively (both orally and in writing) with staff, and internal/external organizations;
• Demonstrated ability to work with confidential information; 
• Proven ability in promoting equitable practices which value inclusiveness and diversity; and
• Proficient computer skills including records management classification system, shared drive records management structure wordprocessing, spreadsheet, database applications, email, and internet.  

Additional Information

Special Requirements:

• Requires occasional travel across the TDSB

Work Year:  12 months

Location: 140 Borough Drive (Wheelchair Accessible) (Hybrid Work Eligible)

Only applicants selected for an interview will be contacted. Applications will not be acknowledged in writing.

The Toronto District School Board is deeply committed to promoting Truth, Reconciliation and the rights of Indigenous peoples, Human Rights, Equity and Anti-Racism, and the elimination of Oppressive Practices, in our schools, our workplace and in the communities we serve. We strongly encourage applications from all individuals including those with varied lived experiences that can contribute to the diversification of the workforce at TDSB.

 We strive to meet the accommodation needs of persons with disabilities.  Applicants are encouraged to make their needs for accommodation known in advance during the application process.

The TDSB follows a hybrid work structure where some employees may be able to work remotely at times, based on operational requirements. Please refer to Policy P103, Flexible Working Arrangements for more information.