Regulatory Records Coordinator

Overview

As a member of the Ontario Energy Board (OEB) Office of the Registrar, and under the direction of the Manager, Applications Administration, the Regulatory Records Coordinator (RRC) is responsible for providing regulatory document management services in OEB adjudicative proceedings and consultations. This position ensures documents are properly formatted and electronically managed.  

The RRC leverages their records management expertise on special projects and working with Generative AI tools in addition to regular case assignments. The RRC will liaise with the Hearings Advisor (HA), Senior Regulatory Administrator (Sr. RA) and other business units in matters of procedure and management of regulatory records in adjudicative proceedings. The RRC is a key member of cross-functional case teams.

Responsibilities

• Process documents through the OEB document management system (repository), ensuring metadata is accurate. 
• Complete quality assurance for digital records (for example, ensuring PDF documents are searchable and documents are digitally signed) and follow up with internal and external stakeholders on re-submitting documents, when required. 
• Support HAs and case managers by verifying and ensuring document data (for example, key metric dates) 
• Securely store digital records into the document repository and index files with appropriate and specific information/metadata 
• Work within the RRO team to assess and provide recommendations on areas for improvement and propose efficiencies in existing practices and procedures. Identify and recommend changes to the Sr. RRO and the Manager. 
• Maintain the public record and support Commissioners, Legal Services, and case teams throughout a regulatory proceeding 
• Ensure that OEB decision makers, legal counsel and case teams are supported in preparing for hearings, including court reporter bookings and the timely distribution of transcripts to OEB decision makers, legal counsel and case teams daily 
• Contribute, or lead, special projects, as required, that focus on streamlining or improving the adjudicative process, leveraging your skills and knowledge as an RRC 
• Represent the Applications Administration team on cross-divisional working groups or as a project subject matter expert (SME), as assigned 

Qualifications

• Minimum: Post-secondary education, college diploma in Legal or Business Administration, Library Sciences or related discipline. 
• Preferred: University degree in Political Science, Business Administration, Public Administration, Library Sciences or related discipline. 
• Minimum: No experience if a graduate of a preferred program, or 1-3 years in the public sector, a law firm or records management / library  
• Preferred: 3+ years’ experience in a legal, business office, records management / library or in the public sector, preferably with an adjudicative tribunal. 
• Knowledge of digital preservation standards and best practices is a strong asset 
• Advanced knowledge of MS Word and Adobe Acrobat Pro 
• Proficient knowledge of MS PowerPoint, Generative AI tools, PII (Personally Identifiable Information) scanning software 
• Some knowledge of PII (Personally Identifiable Information) scanning software, MS SharePoint, MS Excel, MS Dynamics 365, Customer Relationship Management (CRM) tools