Business Solutions Analyst

Municipality of Chatham-Kent • Chatham, ON

1d • Hybrid

About The Position

The Municipality of Chatham-Kent has an opening for a temporary full-time Business Solutions Analyst – Information Management in the Municipal Governance division. This temporary full-time opportunity is for a period up to December 31, 2027. The successful candidate will focus on the configuration, implementation, and completion of the Municipality’s Electronic Document and Records Management System (EDRMS) project using Microsoft SharePoint and Purview technologies. This position will work closely with the Municipality’s business units, Information Technology & Transformation staff, and the EDRMS vendor to translate business and legislative requirements into practical EDRMS solutions. Over the 18-month period, the Business Solutions Analyst will implement project deliverables, support operational readiness, and ensure alignment with corporate policies, standards, and best practices in Information Management. This role will focus on business process analysis, information management configuration, records lifecycle management, and change enablement activities to successfully embed the EDRMS within the organization. The Business Solutions Analyst (BSA) has a strong understanding of business needs and business directions. The BSA has the responsibility to evaluate and improve business processes but with a focus on a pre-established technical solution. The BSA understands business processes and requirements to support current application needs and also anticipate and promote technology and business solutions that will benefit the business partner. This includes implementing and supporting projects and operational work related to Enterprise Content Management (ECM) and records management which includes: gathering, documenting and confirming user department requirements; ensuring consistency with corporate policies, standards and best practices in Information Management (IM); and conducting business process analysis to support efficiency improvements. The Municipality will be using the Microsoft 365 platform to manage the Municipality’s information.

Requirements

• College diploma or university degree in a business solutions analysis, computer science, records and information management, information science or business program, with two (2) to four (4) years of related experience
• Related business solutions analyst experience
• Minimum five (5) years experience in Records and Information Management, the application of Electronic Content Management Systems, experience or training in business process analysis and re-engineering and workflow analysis, ideally within a municipal environment.
• Comprehensive knowledge of applicable regulations and legislation and sound understanding of issues related to information protection within municipal government.
• Knowledge of corporate business processes and experience identifying and implementing technology solutions to improve business effectiveness and efficiency
• Experience analyzing end user feedback and making recommendations to support continuous process improvement
• Ability to develop and interpret technical documentation
• Experience assessing policies and procedures, interpreting legislation, and formulating recommendations.
• Demonstrated ability to communicate effectively both verbally and in writing and to work independently and in collaboration with others.
• Demonstrated ability to function as a team member, motivator and facilitator, to be flexible, prioritize tasks and responsibilities and complete duties and projects within timelines.
• Demonstrated ability to provide effective consultation and customer service.
• Knowledge of current trends and changes in records and information management, email management and electronic document management industry.
• Understanding of records and information management principles and practices, legislation and retention and compliance implications.
• Analytical, problem-solving and decision-making skills to identify needs, initiate, organize, coordinate and manage projects.
• Experience developing training material and procedures and conducting training sessions for business specialists
• Strong computer skills, specifically Microsoft Office (Word, Excel, PowerPoint, Outlook), Microsoft SharePoint, records and information management/content management solutions (or other similar software program).

Nice To Haves

• Certificate of Capability in Business Analysis (CCBA) would be an asset
• Information Management Certification of any of the following would be considered an asset: AIIM Certified Information Professional (CIP), ARMA Information Governance Professional (IGP), ICRM Certified Records Manager (CRM)
• Privacy certification of the following would be considered an asset: IAPP Certified Information Privacy Professional/Canada (CIPP/C), IAPP Certified Information Privacy Manager (CIPM)
• Microsoft 365 Certification or completed courses in the following would be considered an asset: Microsoft 365 Certified: Fundamentals (MS-900), Microsoft 365 Certified: Information Protection (MIP) Administrator Associate (SC-400), Microsoft 365 Certified: Compliance Management (MS 101.2), Microsoft Information Governance (MIG)

Responsibilities

• Demonstrate Chatham-Kent’s core values and competencies
• Develop strong collaborative relationships with business and technical subject matter experts to identify and support continuous process improvement opportunities
• Understand corporate business processes, identify opportunities to improve complex processes, implementing automated solutions and monitoring effectiveness of existing processes
• Implement technical improvements through application configuration and customization, leading the work of external consultants, business and technical experts when required
• Critically review complex technical documentation to understand corporate systems and determine if solutions will meet corporate goals
• Develop training material, procedures and conduct training sessions for business specialists
• Create and deploy feedback mechanisms for end users; analyze results and make recommendations to support process improvement
• Analyze reports to ensure the integrity of information, ensuring that data entry and maintenance practices are consistent with industry best practice and corporate policy
• Research industry best practices and technology options to justify recommendations and support purchasing efforts
• Participate in software upgrades and modifications including testing, sign-off, training, documentation and security set-up as required to ensure satisfactory transition to the upgrade or new software
• Understand the security requirements for corporate applications and leverage best practices to protect corporate and personal information
• Ensure the Municipality’s information and records, in all formats, are managed throughout their entire lifecycle – from creation and preservation through to disposition.
• Monitor the Municipality’s information and recordkeeping practices ensuring they meet legislative and business requirements by providing guidance and support to all departments and divisions.
• Develop strategies and continuously improve information management and recordkeeping across the organization by conducting business process analysis of how information assets relate to the business and business processes.
• Assist in the development, implementation, use and sustainment of the information assets classification scheme, retention schedules and required archival and disposition process, as it relates to various business functions.
• Develop procedures for describing information assets, assist with information security classification policies and procedures, and the systems and environments that create or receive them.
• Provide input for organizational policies and guidelines by analyzing the processes and procedures for the management and disposition of records, working with key stakeholders (Departments, Divisions, Committees, Working Groups).
• Hold governance and compliance responsibilities to manage the Municipality’s Information and Records Management Program.
• Monitor changes to statutes, regulations, industry standards and business requirements and revise the Municipality’s Records Management Program accordingly.
• Design and conduct compliance audit processes including the development of performance metrics, targets and respective compliance reports for senior department managers.
• Engage with departments across the organization to assess information and recordkeeping practices and propose solutions to support the effective management of records.
• Provide support to ensure the timeline and efficient preservation and disposition of records and documents in accordance with the File Plan and Retention Schedule.

Benefits

• 15% in lieu of benefits (which includes group benefits, statutory & non-statutory holidays, and non-enrolment in OMERS)
• 4% vacation pay

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree