Senior Regulatory Records Coordinator

Overview

HIRING RANGE: $86,210 - $91,992

Reporting to the Deputy Registrar of Applications Administration (Deputy Registrar), the Senior Regulatory Records Coordinator provides operational and technical expertise for the administration of regulatory records, adjudicative proceedings and regulatory filing processes. The position serves as the senior resource for Regulatory Records Coordinators/Regulatory Administrators, ensuring the integrity, consistency, accessibility, quality and timely management of regulatory records.

The Senior Regulatory Records Coordinator supports quality assurance activities, promotes consistent application of procedures and standards, supports modernization initiatives in= regulatory administration and acts as a key advisor to the Deputy Registrar on operational issues. The position plays a critical role in maintaining the official record of OEB proceedings and supporting efficient, transparent and accessible adjudicative processes.

The Senior Regulatory Records Coordinator serves as the designated operational backup to the Deputy Registrar during periods of absence.

Responsibilities

• Coordinates the intake, review and distribution of regulatory filings.
• Creates and ensures the maintenance of regulatory records and that they are complete, accurate and accessible.
• Is responsible for unique, complex and sensitive regulatory proceedings.
• Supports adjudicative hearings, including all hybrid regulatory proceedings and OEB consultations with transcribed court reporting.
• Conducts quality assurance peer reviews of regulatory records, focusing on consistency and completeness of adjudicative records.
• Monitors metadata standards and naming conventions, including compliance with accessibility requirements and document standards.
• Supports compliance with confidentiality requirements, and records management policies, including scanning documents for personal information.
• Provides guidance, coaching and mentoring to Regulatory Records Coordinators/Regulatory Administrators.
• Assists onboarding and training activities.
• Assists with the development of procedures, user guides and operational documentation.
• Assists with the maintenance of practices and procedures, user guides and operational documentation.
• Consults with the Deputy Registrar and Records Management Administrator and acts as the primary resource on regulatory records administration practices for the team.
• Serves as the designated backup to the Deputy Registrar, providing operational continuity and assuming delegated responsibilities during absences, peak workload periods, or special projects.
• Interacting with external stakeholders on administrative matters in adjudicative proceedings.
• Supports Commissioners, Legal Services, Hearings Advisors and members of case teams, including the creating of an e-binder in regulatory proceedings.
• Participates in modernization initiatives, including BOOST and future technology implementations.
• Supports system enhancements, testing and implementation activities.
• Identifies opportunities to improve efficiency, service delivery and user experience.

Qualifications

• Post-secondary education (college diploma or university degree) in Legal Administration, Business Administration, Public Administration, Library and Information Sciences, Records Management, or a related discipline
• Preferred: University undergraduate degree in Business Administration, Public Administration, Political Science, Library and Information Sciences, Records Management, Legal Studies, or a related discipline.
• Minimum 5 years of progressively responsible experience in regulatory administration, tribunal administration, records management, legal administration, adjudicative processes, or a comparable environment.
• Preferred 7+ years of experience in regulatory or tribunal administration, including experience:

• Supporting adjudicative proceedings
• Administering electronic records and case management systems
• Providing training, mentoring or operational guidance to staff
• Developing or improving operational procedures
• Participating in business process improvement or technology modernization initiatives
• Experience using Microsoft Dynamics 365 or similar enterprise case management and records management platforms.