Functional Analyst ; Electronic Document and Records Management System

Functional Analyst 2 (Electronic Document and Records Management System)

Surrey Police Service (SPS)

Surrey Police Service (SPS) is Surrey’s new municipal police agency. On November 29, 2024, SPS became the police of jurisdiction, and assumed responsibility and command 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.

To date we’ve hired over 550 police officers and over 450 civilian support staff 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.

Public Notice: Regular, Full Time
Schedule / Hours of Work:
The anticipated schedule for this position is 35 hrs/week. Hours are subject to change based on operational needs and the Collective Agreement.

Surrey Police Service (SPS) has an exciting opportunity for a Functional Analyst 2 – Electronic Document and Records Management System (EDRMS) to join our Corporate Services Bureau. The Functional Analyst 2 (EDRMS) will serve on a team of specialists supporting EDRMS functionality and will develop solutions to operational issues arising from the system. The incumbent will be responsible for system optimization, assisting EDRMS system upgrades, stakeholder management, and will be the primary contact for building training materials.

The successful candidate will assist in formulating and defining 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 the EDRMS Functional Analyst 3 to configure SharePoint to seamlessly integrate with the EDRMS, help manage system updates, and troubleshoot integration issues.

The candidate will function as a specialist within the team and serve as a resource for more junior team members.

• Leverage knowledge of the Electronic Document and Records Management System (EDRMS) to help configure and maintain the system, participating in ongoing business operations.
• Complete work assignments as delegated, ensuring alignment with the organization’s configurations that support accurate records retention, disposition processes, and security/access management. Plans, coordinates, trains, and supervises clerical staff in a variety of functions.
• As the primary source of contact, respond to, investigate, prioritize and resolve integrated administrative, technical, or operating problems within EDRMS, continuously optimizing the configuration, enhancing data management, retrieval, and overall system performance.
• Act as a liaison with stakeholders for all system issues raised by the functional users that require IT involvement and manage the resolution of all issues.
• Support the EDMU Team in the creation of, and maintaining compliance accuracy reports, Records Classification Dictionary (RCD) and Records Retention Schedule (RRS).
• Provide ongoing support and training to all end users, including management staff, through training programs, one‑on‑one consultation, systems or procedural advice. Document functional requirements, system configurations, and any changes implemented within the EDRMS with a high degree of detail and accuracy.
• Develop training material for end users and ensure that end‑user system documentation is appropriate and complete.
• Have frequent contact with application system vendors, external user groups and consultants to exchange information and resolve problems.
• Maximize integration between end‑user groups by analyzing business processes and recommending improvements where appropriate.
• Assume a key role in the future development of the system by participating in the development of business cases, taking business‑unit lead role in needs identification, defining requirements, assisting with the development of work breakdown…