Functional Analyst 3 (EDRMS)

Functional Analyst 3
(Electronic Document and Records Management System)

Regular Full Time – CUPE 402

Surrey Police Service (SPS) is Surrey’s new municipal police agency. The transition from the RCMP to SPS is well underway and SPS has spent the past three years building a local, modern, accountable police service for Surrey residents. On November 29, 2024, SPS will become the police of jurisdiction, assuming responsibility for policing and law enforcement in Surrey.

SPS is working to redefine policing with innovative new approaches and community-based solutions. It’s an exciting time as SPS continues to expand our team with talented people who want to help shape the future of policing in Surrey. We have already hired 475 employees and will grow to be one of the largest independent police services in Canada. Since day one, SPS has been intentional about building a culture that is inclusive, respectful and supportive, with a strong focus on employee wellness and career development.

POSITION OVERVIEW:

Surrey Police Service (SPS) has an exciting opportunity for a Functional Analyst 3 - Electronic Document and Records Management System (EDRMS) to join our Support Services Bureau. The Functional Analyst 3 (EDRMS) will serve as the primary expert for EDRMS system functionality and is required to develop solutions to operation issues arising out of the system. The incumbent will be responsible for system optimization, leading EDRMS system upgrades, stakeholder management, and be the primary contact to build training materials.

The successful candidate will formulate and define the scope and objectives of business systems, and work as part of project teams to enable the successful delivery of solutions that meet client and business requirements. The candidate will work closely with Electronic Document Management Unit (EDMU) Functional Analyst to configure SharePoint to seamlessly integrate with the Electronic Document and Records Management System (EDRMS), manage system updates, and troubleshoot issues that may arise during integration. The candidate will act as a specialist within the team and act as a resource for more junior team members.

Reporting to the Manager, Information Management in the Support Services Bureau, the incumbent will:

• Leverage expert knowledge of the Electronic Document and Records Management System (EDRMS) to configure and maintain the system, ensuring it aligns with the organization's File Plan and compliance requirements.
• Provide advanced solutions and configurations that support accurate records retention, disposition processes, and security/access management.
• Continuously optimize the EDRMS configuration, enhancing data management, retrieval, and overall system performance.
• Support the creation of compliance accuracy reports.
• Develop and implement advanced reporting on the status of EDMU operations, system performance, and compliance metrics, using expert analysis to inform decision-making.
• Document functional requirements, system configurations, and any changes implemented within the EDRMS with a high level of detail and accuracy.
• Assist in generating and reviewing complex lists of records ready for disposition, working with BUs to execute these processes effectively.
• Manage complex security and access models, while ensuring that all levels of access are correctly implemented and maintained in EDRMS application.
• Lead efforts in managing change and facilitating the enterprise-wide adoption of the EDRMS, using deep expertise to address challenges and ensure smooth transitions.
• Provide specialized support during the onboarding of new BUs into the EDRM.
• Identify and resolve complex gaps, bugs, or inefficiencies within the EDRMS and SharePoint Information Architecture using expert-level diagnostic skills.
• Act as a key expert stakeholder in the training process, working closely with the Learning and Development Unit (LDU) to ensure that training content is technically sound and aligns with EDMU’s goals.
• Engage with stakeholders to gather detailed feedback and address complex concerns related to the EDRMS.
• Coordinate activities between SharePoint admins and Information Management Administrators to ensure seamless alignment between SharePoint and EDRMS
• Audit /maintain security and access controls within SharePoint as directed by EDMU
• Other job-related duties as assigned.

The candidate will have the ability to establish and maintain effective working relationships with internal and external parties. The successful candidate will be an effective communicator with strong presentation skills and be a strong team player that values collaborative relationships. The incumbent will also be a self-starter who can work independently to meet deadlines, with an ability to work with confidential material.

APPLICANT QUALIFICATIONS:

• A degree in an acceptable related discipline (Library Information Management, Information Technology, or related field) from a recognized institution plus 4 years of directly related experience (preferably in a municipal setting) OR;
• Diploma in an acceptable related discipline (Library Information Management, Information Technology, or related field) from a recognized post-secondary institution plus 6 years of directly related experience (preferably in a municipal setting) OR;
• Technical courses in the field (Library Information Management, Information Technology, or related field) plus 8 years of directly related and relevant experience (preferably in municipal setting).
• The successful candidate must be able to obtain and maintain the required level of police security clearance.

Interested applicants are asked to apply online to our Careers page by 4:00pm on October 4th, 2024.  For updates on recruitment opportunities and other Surrey Police Service news, follow us on LinkedIn, Instagram, Facebook, and X (formerly Twitter). 

This position is unionized represented by CUPE Local 402. The salary range for this position is $55.86/hour -$63.35/hour (pay grade 31) based on 2024 Rates.

Internal applicants under consideration must maintain the required standards of police security clearance throughout employment with SPS.

Thank you for your interest in working with SPS. We pride ourselves on hiring members that model the mission, vision, and values of SPS through unquestioned integrity and sustaining a visible, credible, inclusive, and respected profile.