Job Description

SUPERVISOR, RECORDS MANAGEMENT SERVICESINFORMATION MANAGEMENT BRANCH

Reporting to the Manager, Records Management Services (RMS), the Supervisor of Records Management Services directly supervises and provides leadership to a team of Record Clerks. The Supervisor assists in providing ongoing support and direction in delivering records searches and records management services as per Agency policy, in compliance with legislated requirements, and while maintaining confidential records. The Supervisor also assists the Manager in providing records management expertise to Agency departments/branches.

MAJOR RESPONSIBILITIES

Provides supervision, coordination, and direction to a team of Record Clerks, including hiring, onboarding, determining work priorities, assigning cases, providing direction and training, setting performance standards, conducting performance appraisals, etc. Assists employees to resolve errors and discrepancies in Agency and CPIN records as required and issues relating to client files in CPIN as required. Provides ongoing professional expertise, support and training on policies and procedures for managing records. Assists with the development, refinement, implementation, and maintenance of effective work policies, procedures, and systems. Assists with the updating and maintenance of all department process documents and manuals including the production of statistical reports and summaries for planning and administrative purposes. Supports activities around managing equipment and physical records stored (fiche/film/Iron Mountain) including coordinating service for equipment, Iron Mountain inventory requests, and RMS storage room materials. Assists with supervision of scanning activities and equipment and includes performing quality assurance checks on digitized records as well as control and audit of the Laserfiche digital records repository as required. Supports the oversight of all RMS applications and databases including implementation of application updates or new applications as well as ongoing maintenance. Reviews and monitors the accuracy of completed record check requests. Reviews and monitors timeliness to complete record check requests and related activities. Completes confidential record checks on employees/board members. Manages and monitors requests in Laserfiche Forms, ensuring requests are completed in a timely manner. Provides back-up duties for the RMS Manager. Uses sound judgment in consideration of financial resources within branch/departmental budget. Ensures compliance with the Society's financial policies and procedures. Works and ensures assigned staff work in a safe manner in accordance with the Society's health and safety policies and procedures and all relevant legislation. Ensures the Society's Code of Ethics, Confidentiality, Anti-Oppression/Anti-Racism, Harassment & Discrimination policies, etc. are incorporated into self and team. Performs additional duties, as assigned

QUALIFICATIONS

Post-secondary education in a relevant field such as administration, information management, library sciences or other social sciences. Records and Information Management certification or active enrolment, preferred. At least two years relevant experience, using Records Management Services applications or related database experience, and/or work with physical records/archives and/or experience with digital conversion methods and standards. An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job. Sound knowledge of records/information practices and guidelines as they relate to policies, procedures and applicable legislation. Demonstrated supervisory and leadership skills with a strong emphasis on a balanced participatory and action-oriented work/management style. Demonstrated interpersonal skills and strong customer service focus in dealing with internal and external clients while displaying an image of professionalism, discretion, integrity and tact. Excellent written and verbal communication skills. Demonstrated ability to resolve conflicts, elicit cooperation, negotiate and collaborate. Competence in problem analysis, judgement and decision making. Proficiency in using word processing and spreadsheet software and knowledge of Microsoft Access and database structures. Experience in using Laserfiche preferred. Demonstrated ability to prioritize competing work demands, balance workload requirements, and manage a high volume of work. Demonstrated ability to analyze, synthesize information and attend to detail. Excellent organizational and record system development skills. Knowledge of Child Welfare services and clients.

OTHER INFORMATION

Accommodation at CAST

We are committed to a selection process and work environment that is inclusive and barrier free. Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants need to make any accommodation requests for the interview or selection process known in advance by contacting the Human Resources Department at 416-924-4640 x2030. Human Resources will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process which will enable you to be assessed in a fair and equitable manner.

Equity Hiring Strategy and Application Process

The Children's Aid Society of Toronto (CAS of Toronto) is committed to employing a workforce that is reflective of the population of Toronto as well as the diverse communities we serve. Our Equity Hiring Strategy is deemed to be a Special Program under the Ontario Human Rights Code.

All qualified and interested candidates are encouraged to apply to this job posting.

For management postings under our Equity Hiring Strategy, applicants will be considered as follows:

Internal qualified applicants who self-identify as being part of one or more of the following under-represented groups: 2SLGBTQ+, persons with disabilities, racialized (visible minority) and/or women. All internal qualified applicants External qualified applicants who self-identify as being part of one or more of the following under-represented groups: 2SLGBTQ+, persons with disabilities, racialized (visible minority) and/or women All external qualified applicants
During the online application process, applicants will have the opportunity to complete the Employment Equity questionnaire, to indicate if they self-identify as being part of one or more of the above under-represented groups. Answering the questionnaire is voluntary and all responses will be kept confidential and used only for the purposes outlined in this program. If the questionnaire is not completed by an applicant, they will not be considered as being from an equity seeking group. The information collected will help us identify qualified applicants from the listed under-represented groups as part of our Equity Hiring Strategy. In addition, information provided will be used to understand the diversity of candidates that apply to roles within CAS of Toronto. A summary of the responses to this questionnaire will be used to help assess application trends and inform the further development, accessibility and enrichment of our recruitment programs.

Qualified applicants who are interested in this opportunity can apply for position by submitting their application consisting of a cover letter and resume by clicking the Apply button below (at www.torontocas.ca/careers), by fax (416-324-2400), or mail (30 Isabella Street, 5th Floor) to the attention of Human Resources.

Applications for this position must be received in the Human Resources Department,

NO LATER THAN 11:59 PM on FRIDAY, JULY 11, 2025.

Job Types: Full-time, Fixed term contract

Schedule:

Monday to Friday
Work Location: Hybrid remote in Toronto, ON

Application deadline: 2025-07-11