Job Specification

Purpose of Position :

To support the Geographic Names function by: filing, maintaining and archiving geographic names records in both digital and hardcopy forms,
researching and responding to requests for geographic names information; and populating, mapping and maintaining geographic names spatial and
tabular data.

Duties / Responsibilities :

Manage, maintain and archive Geographic Names records by:
Assisting in the organization, preservation and accessibility of the Geographic Names Records;
Arranging for/supporting the off-site storage of digital and hardcopy files and records;
Scanning records and hard copy maps including older/fragile hard-copy FRI maps with extent and decision information for preservation and back-up purposes;
Participating in process required to microfiche copy of the card files, and converting the microfiche copy of the card files when complete to PDF files for desktop access
Maintaining data bases/spreadsheets and manual tracking methods for documents scanned, quality controlled, and archived.
Researching digital and hard copy records and responding to requests for geographic names information.
Responding to requests for digital records from the GNBC Secretariat, NRCan Geographical Names Program, and analyzing and resolving data issues and discrepancies between our provincial records and national records.
As time permits contribute to the development and maintenance of unit files by developing retention schedules as required, scanning, moving, copying, creating digital directories on file and print servers and external hard drives, perform quality control on scanned documents, converting digital formats
such as TIFF to PDFs or other suitable format, preparing files for archival, converting digital records to microfilm/microfiche,
Supervising and training summer students, assigning and monitoring their progress and work
Provide geospatial support for geographic names activities by:
Digitizing and updating data from hard copy maps or records to ensure standardized information, common definitions and completeness of geographic names data.
Updating and maintaining geographic names data by determining and delineating the spatial extents of officially named features and places and populating the tabular data.
Assisting in the quality control and maintenance of spatial and tabular geographic names data to ensure data quality and completeness.
Preparing various types of digital maps (Geographic Names Questionnaire (GNQ) survey maps, OGNB decision maps, and Minister?s approval maps) for geographic names cases using the corporate editing system.
Summarizing questionnaire results in spreadsheets and preparing meeting materials for the Ontario Geographic Names Board
Maintaining databases with Geographic Names Questionnaire survey responses and with respondents contact information
Managers have the right to assign additional duties.
The incumbent shall, while in the workplace conduct themselves in compliance with the Occupational Health and Safety Act and any workplace practices as directed by their immediate supervisor. The incumbent shall report any hazards of which they are aware of to their immediate supervisor.

Staffing and Licencing :

N/A

Knowledge :

Knowledge of paper and electronic file systems, indexing, office procedures, records management and record retention procedures to maintain the
geographic names records, process incoming work, assist Ministry staff in researching documents, provide guidance and training to casual users and
technical staff, and recommend long term storage solutions.
Knowledge of geographic names terminology in order to provide accurate filing, indexing and search services and documents to research, read, interpret, answer questions and provide customer service to internal and external clients.
Knowledge of computer software such as Microsoft Suite, including spreadsheets and relational databases to enter and retrieve data, scan documents,design simple databases and reports to track work progress, manage storage of data on file and print servers and prepare standard response letters.
Demonstrated ability to use Geographical Information Systems software including ARCGIS software and its associated modules. Familiarity with GIS concepts in raster and vector data models, map projections, scale and resolution, accuracy and precision, to assess and document the tabular and spatial accuracy and currency of the Geographic Names data.
Proven ability to prepare oral and written communications to respond to basic geographic names requests.
Proven ability to work effectively within a multi-disciplinary team.
Proven ability to juggle priorities and complete tasks when there are competing demands.
Knowledge of worker responsibility as outlined in the OH&S Act.

Skills :

Experience with Windows operating systems to operate software. Experience with file transfer, Internet technology and network protocols.
Analytical and problem solving skills to resolve data issues and discrepancies between our provincial records and national records.
Excellent interpersonal, oral and written communication skills to respond to geographic names requests, provide information accurately and promptly, participate in a team, prepare written responses to inquiries regarding geographic names records and respond to public inquiries accurately and
promptly professionally and respectfully in a high demand environment.
Experience with data management and digital map production to prepare various types of digital mapping products.
Experience with ArcGIS software to digitize and update geographic name extents and populate and update tabular information.
Good research and analytical skills to determine source and extent of information required when evaluating requests for information, or determining the extents of geographic names.
Good organizational, planning, and prioritizing skills to manage competing priorities.
Ability to enter routine information into databases with logical and consistent attributes, quickly and accurately.
Ability to adapt to changing corporate demands/service standards, new technologies, new application software, business processes and information
management practices.

Freedom of Action :

Work is performed in accordance with established methods and practical procedures. Work is reviewed for general accuracy and adequacy. Situations
not covered by established methods and practical procedures are referred to senior staff.