Job Description

No. : SCH II-24-0102NE

POSTED : June 19, 2024

DEADLINE : July 3, 2024

Records Administrator

1 – Permanent Position

People and Culture

Schedule II, Level 7

Non-Union – 12 Month)

91,656 - $109,248

The Toronto District School Board adheres to equitable hiring, employment and promotion practices.

Reporting to the Senior Manager, the Records Administrator, Secondary Teachers & Occasional Teachers will be responsible for managing the maintenance of accurate and comprehensive records for all teachers and occasional teachers, to support the efficient and effective delivery of Human Resource programs and services.

Summary of Duties :

Ø Supervise workflow and procedures related to the management of computerized and hard copy employee records;

Ø Oversee matters related to the SAP affecting records management, including the maintenance of accurate employee files and reporting to the College of Teachers and Ministry of Education;

Ø Supervise the collection and analysis of data and prepare reports as required;

Ø Ensure that all documentation received from teachers ( credentials) is complete and accurate;

Ø Co-ordinate the review and updating of employee records’, policies and procedures;

Ø Manage the process for the signing of newly hired teachers to a contract position;

Ø Supervise the tracking of teachers on Letters of Permission and Letters of Approval and screen documents to ensure information is correct;

Ø Assess ‘related experience’ documents pertaining to newly hired teachers for salary administration purposes;

Ø Oversee all employee records’ on-line entries to the SAP;

Ø Manage record keeping related to long-term occasional teacher assignments, leaves of absence, resignations and retirements;

Ø Manage receipt of teacher evaluation documents;

Ø Oversee data entry for seniority listings;

Ø Manage the maintenance of accurate records for the payment of Continuing Education credit courses to ensure Continuing Education teachers are paid;

Ø Identify and communicate employee records’ issues to the Central Co-ordinating Principals;

Ø Manage the communication and public relations of employee records with all system partners;

Ø Maintain liaison with Teacher’s Pension Plan Board, federations, Ministry of Education, and College of Teachers;

Ø Attend any required meetings with internal and external groups and liaise with other TDSB staff on records related issues;

Ø Responsible for the evaluation, supervision and monitoring of employee performance;

Ø Conduct formal staff performance reviews, and where required, identify any professional development needs for staff;

Ø Participate in the budget development process; and

Ø Other duties as assigned.

Qualifications :

Ø Three-year community college diploma or equivalent in human resources or related field with four to seven years relevant experience, or equivalent combination of education and experience;

Ø Intermediate level computer skills that include word processing, databases, and spreadsheets, and familiarity with employee information systems;

Ø Proven ability to communicate effectively (both orally and in writing) with staff, and internal / external organizations and strong interpersonal skills;

Ø Excellent project management skills, time management, supervisory and leadership skills;

Ø Proven ability to organize;

Ø Ability to maintain and work with confidential information;

Ø Knowledge and understanding of Board and / or departmental policies and procedures, collective agreements, employment / labour legislation, relevant provincial legislation relating to teacher qualifications, Ministry directives, benefits plans, etc.;

Ø Proven ability to work under pressure in order to meet frequent deadlines;

Ø Proven ability to prepare accurate reports and summaries;

Ø Ability to take initiative;

Ø Flexibility to adapt to a changing work environment;

Ø Ability and willingness to work evenings and weekends, sometimes with minimal or no notice.

Location : 5050 Yonge Street (Hybrid Work Eligible) (Wheelchair Accessible)

Work Year : 12 months

Applications must be submitted using the link below by July 3, 2024 :

Only applicants selected for an interview will be contacted. Applications will not be acknowledged in writing.

The Toronto District School Board is deeply committed to promoting Truth, Reconciliation and the rights of Indigenous peoples, Human Rights, Equity and Anti-Racism, and the elimination of Oppressive Practices, in our schools, our workplace and in the communities we serve. We strongly encourage applications from all individuals including those with varied lived experiences that can contribute to the diversification of the workforce at TDSB.

We strive to meet the accommodation needs of persons with disabilities. Applicants are encouraged to make their needs for accommodation known in advance during the application process.

The TDSB follows a hybrid work structure where some employees may be able to work remotely at times, based on operational requirements. Please refer to , Flexible Working Arrangements for more information.

Job Reference #

SCH II-24-0102NE

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About Toronto District School Board

The Toronto District School Board (TDSB) is the largest and most diverse school board in Canada. With a commitment to fostering a positive and inclusive learning environment, we invite passionate educators and support staff to join us in our mission to empower every student to achieve their fullest potential.

Quick Facts

• Approximately 238,000 students
• Almost 600 schools
• 42,000 educators and support staff
• Location : City of Toronto, Ontario

About Us

Size and Diversity : With approximately 238,000 students across nearly 600 schools, the TDSB community is a vibrant blend of cultures, languages, and backgrounds with over 100 languages spoken by students and their families.

Comprehensive Programs : From elementary to secondary education, adult and continuing education, immersion and extended French programs, to specialized education for international students, we offer a variety of programs designed to meet the diverse needs of our student population.

Our Commitment :

Student Success : Our Multi-Year Strategic Plan guides our efforts to support the success of our students and schools. Through collaborative initiatives and targeted goals, we strive to ensure that each student receives the support they need to succeed

Equity and Inclusion : We actively seek to eliminate oppressive practices and create an inclusive environment where all individuals feel empowered and valued.

Our Team :

Dedicated Staff : Our team of approximately 42,000 educators and support staff are the driving force behind our success. With a shared commitment to excellence and a passion for education, our staff members play a vital role in creating positive learning experiences for all students.

Professional Development : We believe in investing in our staff's professional growth and development through ongoing training, mentorship programs, and career advancement opportunities. We offer a dynamic and challenging work environment and unmatched career opportunities for our staff

The Toronto District School Board is deeply committed to promoting Truth, Reconciliation and the rights of Indigenous peoples, Human Rights, Equity and Anti-Racism, and the elimination of Oppressive Practices, in our schools, our workplace and the communities we serve. We strongly encourage applications from all individuals including those with varied lived experiences that can contribute to the diversification of the workforce at TDSB.

We strive to meet the accommodation needs of persons with disabilities. Applicants are encouraged to make their needs for accommodation known in advance during the application process.