M-Files System Administrator

JOB SUMMARY

Reporting to the Director, Systems, the Records Management System Administrator is responsible to

• Configure and maintain the company’s digital records management and document control system (M-Files) to support the needs of project teams, functional business units, governance, and executives.
• Implement and maintain permission security model for managing access to company documents and records.
• Develop and implement workflows to support and automate system functions supporting business processes.
• Interface / integrate the M-Files system with other Java Group business systems for the automated movement of data and records.

KEY (CORE) DUTIES AND RESPONSIBILITIES

Records Management /Document Control System Administration

• Implement and manage system user accounts, system access, and document permissions procedures.
• Identify and report deficiencies and/or problems with Records Management /
  Document Control system.
• Configure and standardize information meta data profiles – objects, classes,
  properties, value lists across multiple corporate and project vaults.

• System testing and performance monitoring; support and troubleshooting.
• Creation and maintenance of system documentation.
• Interfacing with Java Group and Vendor IT teams to facilitate solutions to problems and opportunities.
• Contribute to and maintain system standards.

Systems Integration

• Work with various business functional units and projects to integrate systems and workflows to support business objectives.
• Interface the records management /document control system with internal business systems contributing to the automated creation, capture and publishing of corporate and project documents and records.
• Synchronize /replicate records management data across multiple databases throughout the Java Group.
• Coordinate and contribute to the development and implementation of custom VBScript scripting solutions.

Records Management and Document Control Support

• Assist Java Group team members with answers to records management and document control system related questions and resolve service issues in a timely and professional manner.
• Support Project Document Control Leads in the execution of the project document
  control and project information management.
• Work with Java Group IT staff to monitor the size of document control system
  databases and address any required database maintenance or changes.
• Provide front-line system user system support.
• Research and recommend innovative, and where possible, automated approaches
  for system administration tasks.

EDUCATION AND EXPERIENCE

• University Degree preferably in Information Technology, Systems Administration,
  or Information /data modelling
• Minimum 5 years’ experience in administrating large scale corporate software
  systems
• Highly proficient with the Microsoft suite of Office applications, Adobe PDF, and
  currently technology in general
• Familiar with MS SQL, VB Scripting and MS Excel Macro scripting
• Strong understanding of Digital Document Control and Records Management
  Systems
• Experience with the M-Files Digital Document Management Systems is highly
  desirable

KSA’S (KNOWLEDGE, SKILLS, AND ABILITIES, and PERSONAL ATTRIBUTES)

• Ability to conceptualize and communicate complex concepts to a variety of
  departmental, project and management stakeholders
• Attention to detail, ability to focus and concentrate for long durations is critical
• Solutions oriented, independent problem solver
• Excellent analytic, organizational and communication skills; written and spoken
  English
• Excellent interpersonal and team participation skills.
• Demonstrate sound work ethic; ability to multitask, and meet tight deadlines
  without losing sight of priorities
• Maintain professional, industry, and organizational knowledge to serve as subject
  matter expert. Stay current with changing technologies and external business
  practices and consider their possible use at Java.
• The Digital Document Management System Administrator must maintain strict
  confidentiality surrounding all records and information to which they are exposed
  to through the scope of their job activities.

• Extended Healthcare Plan (Medical, Disability, Dental & Vision)
• RPP - Group RRSP
• Group Life - AD&D - Critical Illness Insurance
• Training & Development
• Employee Assistance Program - Counseling