Records and Information Manager

Department of Corporate Services, Communications Division
Nunavut Tunngavik Inc.
Iqaluit, Nunavut

Under the direction of Nunavut Tunngavik Inc.’s (NTI) Director of Communications in the Department of Corporate Services, the Records and Information Manager facilitates, coordinates and supports the work of NTI by collecting and compiling information to allow for timely and effective decisions to be made. The Records and Information Manager maintains and manages NTI’s records and information management system using SharePoint.

The ideal candidate will have a degree or diploma in records management, archival studies or library studies as well as proven formal training in SharePoint. Candidate must have superior writing skills, ability to record minutes and proven technical knowledge of contemporary archival and records management principles and practices. Organizational, planning and project management skills are required. The candidate must have experience in conducting paperless meetings. Preference will be given to Inuit enrolled under the Nunavut Agreement. Travel is required for this position.

NUNAVUT TUNNGAVIK INCORPORATED

Starting salary is $74,639.00 per annum (commensurate with experience) with $24,000.00 Northern and Housing allowance.

For a full copy of the Job Description please contact;

Verna Strickland
Human Resources Tel: (867) 645-5408
Nunavut Tunngavik Inc. Fax: (867) 645-3872
P.O. Box 280 E-Mail: NTIHR@tunngavik.com
Rankin Inlet, NU

CLOSING DATE: September 2nd, 2016

HOUSING IS NOT AVAILABLE

Our Mission: Inuit economic, social and cultural well-being through implementation of the Nunavut Agreement.

NTI JOB DESCRIPTION

GENERAL INFORMATION
Job Title
Records and Information Manager
Department Corporate Services, Communications Division

Title of Supervisor Director of Communications
Location of position Iqaluit
Region Qikiqtaaluk
Salary Point Rating
Effective Date

NTI MISSION STATEMENT
INUIT ECONOMIC, SOCIAL AND CULTURAL WELL-BEING THROUGH THE IMPLEMENTATION OF THE NUNAVUT LAND CLAIMS AGREEMENT
POSITION PURPOSE
The purpose of the Records and Information Manager is to serve as manager of NTI’s Records and Information Management system, and to facilitate, coordinate and support the work of the NTI Executive Committee, Board of Directors, Affiliate and other entities, Finance Committee by collecting and compiling information to allow for timely and effective decisions to be made.

A. ACCOUNTABILITY – Freedom to Act and Impact & Magnitude
The Records and Information Manager will perform the following duties:
• Managing NTI’s Records and Information Management system using Sharepoint.
• Implementing and managing RIM in all NTI offices.
• Ensuring the implementation and retention and disposal schedules.
• Overseeing management of electronic and paper-based information.
• Developing and implementing records management policies and classification systems.
• Managing changeover from paper to electronic records management systems.
• Preserve corporate memory and heritage.
• Resolve problems with information management.
• Facilitate paperless meetings.
• Seek, review, coordinate meeting documents to enable participants to make decisions.
• Attend meetings to record minutes and resolutions.

B. COMPETENCY– magnitude and depth of expected behaviors

Action Management:
• Explains to employees/colleagues how work expectations are aligned with employment goals
• Adopts effective work methods in order to develop excellence
• Is accountable for their decisions and performance
Adaptability and Flexibility:
• Respects differences in others’ working style and priorities.
• Depicts a positive outlook when asked to do things differently.
• Accepts new people and their ideas.
• Coaches employees in how to juggle multiple tasks and priorities.
• Shifts unit’s attention and priorities in response to the needs of the business.
• Is flexible: adapts to changes in priorities, assigned responsibilities and management styles.
•
Cooperation and Collaboration:
• Interacts and collaborates with all parties with an open mind in solution-seeking ways.
• Thinks and acts collaboratively to resolve conflict in consensus-building ways.
• Correctly interprets clues of wavering engagement in own team and acts to re-energize them.
• Fosters understanding and open communication between team members.
• Respects cross-cultural perspectives and differences.
• Develops a shared understanding amongst others to arrive at decisions through consensus.
Effective Interactive Communication:
• Is curious about others: actively asks questions to gain a broader understanding of their perspective.
• Seeks to ensure that messages are clearly understood by all parties.
• Encourages everyone to express their views and opinions.
• Is genuinely receptive to others’ ideas and responds in ways that communicate respect of others.
• Uses tact and diplomacy in all communications.
Impact and Influence:
• Persuades others by carefully developing sound business cases.
• Fosters a climate of trust and respect during negotiations.
• Treats partners fairly, ethically and as valued allies during negotiations.
• Maintains composure and practices emotional restraint under difficult circumstances.
• Maintains a positive outlook and constructive attitude when faced with opposition.
Judgement/Analytical thinking:
• Looks at problems from different angles and considers alternative solutions before moving forward with a plan to resolve it.
• Draws on options and solutions from across NTI, not just from one’s own area, to solve work problems.
• Anticipates the risks inherent in a suggested plan of action and devises appropriate mitigating strategies.
• Is an agile interpreter of guidelines: navigates ways around a wide range of guidelines.
• Boils down information well: easily synthesizes and explains to others complex issues.
Partnering and Relationship Building:
• Builds positive relationships based on respect and caring for others.
• Makes a conscious effort to maintain rapport with partners and communities.
• Builds effective work relationships through positive communication and outreach.
• Actively cultivates strong relationships with employees, clients, and partners.
• Looks for ways to add genuine value to partners and contacts.
Team Leadership:
• Makes sure employees have the necessary tools, resources and information to do their work.
• Empowers employees: assigns decision-making authority to those most responsible for the outcome.
• Encourages employees to act autonomously and take calculated risks.
• Plans and organizes the team’s work to improve delivery and performance.
• Works one-on-one with employees to better understand their strengths and contributions in their current role.

Inuit Qaujimajangit:
• Creates a welcoming and positive environment for others.
• Fosters good spirit by being open, welcoming and inclusive of new individuals.
• Places the needs of the group or community above his or her own interest.
• Promotes global connections between people through sharing in just and equitable ways.
• Views local and global issues as being overlapping, interdependent and dynamic, and uses this information when making decisions.
• Uses information and knowledge to improve society and the well-being of people around him or her.
• Is resourceful and seeks solutions through creativity, adaptability, and flexibility.
• Is flexible in responding to a rapidly changing world to improve the context in which Inuit live.
• Participates actively and enthusiastically in activities that help build the strength of the Inuit of Nunavut

C. KNOWLEDGE, SKILLS AND ABILITIES – Managerial Know-How/Integration; practical/technical work and Human Relations/Communication Skills
The following knowledge, skills and abilities are required:

• A degree or diploma in records management, archival studies or library studies.
• Specific technical knowledge of contemporary archival and records management principles and practices.
• Knowledge of rules, regulations and laws relating to archives/records center and public record.
• Considerable interpersonal, organizational, planning, project management skills.
• Ability to multitask.
• Ability to analyze and solve complex problems pertaining to archival methods and procedures.
• Knowledge of automated storage and retrieval systems, electronic records, database design/management and electronic publication, including considerable knowledge of Sharepoint.
• Considerable knowledge of creating and maintaining Microsoft Office Sharepoint Server.
• Past experience in minute taking.
• Ability to train other employees.
• Exceptionally detail-oriented.
• Superior knowledge of Nunavut Tunngavik Inc.’s organization, reporting structure, priorities, and policies and procedures.
• Superior written and verbal communications abilities in Inuktut and English.
• Proven ability to work on own initiative and set and meet deadlines and priorities.

D. PROBLEM SOLVING, DECISION MAKING, KEY ISSUES AND THINKING CHALLENGES/ENVIRONMENT

• Ability to analyze and solve complex problems pertaining to archival methods and procedures.
• Makes decisions concerning structure of paperless meeting and implementation.
• Makes decisions concerning minute and resolution recording.
• Makes critical decisions concerning records preservation and destruction.
• Provides recommendations on which documents should be scanned/destroyed.
• Provides recommendations on storage of archival documents.
• Provides recommendations on divisional projects.

E. WORKING CONDITIONS
Physical Effort: The combination of intensity, duration, and frequency of physical activity such as standing, sitting, bending, lifting, and/or working in awkward or constrained physical positions.

• Physical activities include photocopying, collating packages, lifting and carrying meeting materials for distribution.
• Occasional duty travel, including to communities in winter months.
• Occasional work in our warehouse, dust is a major factor

Physical Environment: The combination of intensity, duration and frequency of exposure to factors in the environment such as exposure to disagreeable conditions such as dust, noise, extreme heat or cold, and/or exposure to health or accidental hazards.

Sensory Attention: The combination of intensity, duration, and frequency of concentration required such as sustained attention required for tasks such as analyzing complex documents, effecting repairs where precision is important, and/or intense listening.

This position requires the ability to pay sustained attention to detail frequently. The employee must also analyze documents to ensure accuracy before presentation to NTI’s elected representatives. Ensures meeting minutes are precise.

Mental Stress: The combination of intensity, duration, and frequency of exposure to physical and environmental factors such as tight deadlines, competing pressures, unpleasant public or client contacts, and/or disruption of personal life due to work, or travel.
During the preparation of Board and executive meeting materials and during meetings, the incumbent will encounter sustained highly stressful mental situations.

CERTIFICATION

Employee Signature Supervisor Title

Employee Name (Print) Director of Human Resources

Date Date

I certify that I have read and understand the responsibilities assigned to this position, and I certify that this is an accurate description of the responsibilities assigned to this position.

Attach an updated Organizational Chart for the Department.

LOCATION: Iqaluit
CLOSING DATE: September 2, 2016

NUNAVUT TUNNGAVIK INCORPORATED
Human Resources
Nunavut Tunngavik Inc.
P.O.Box 280
Rankin Inlet, NU
Tel: (867) 645-5408
Fax: (867) 645-3872
E-Mail: vstrickland@tunngavik.com