Records Management Clerk

Job Description

<p><strong>RECORDS MANAGEMENT CLERK (L5)</strong></p><p><strong>Job ID: P0167</strong></p><p><br></p><p><strong>BCGEU HEADQUARTERS OFFICE: </strong>4911 Canada Way, Burnaby, BC V5G 3W3</p><p><br></p><p><strong>JOB SUMMARY:</strong> </p><p>Reporting to the Director of Development and Records, the Records Management Clerk plays a key role in supporting the record keeping needs of the BCGEU for both physical and digital records, under the direction of the Records Manager. This position ensures the proper management of the BCGEU's physical and digital records throughout the records' cycle, from creation through to disposition. </p><p><br></p><p><strong>TERM OF ASSIGNMENT:</strong></p><p>12 months or until the return of the incumbent.</p><p><br></p><p><strong>KEY RESPONSIBILITIES:</strong></p><p>Record Inventory Management </p><ul><li>Maintain, organize, and keep inventory of records held in on-site and off-site records storage facilities, including arranging for transfer and retrieval of records to/from storage locations </li><li>Process incoming physical and digital records in accordance with established policies and procedures, including extracting metadata, boxing, filing, and labelling </li><li>Arrange for destruction of records in accordance with BCGEU retention schedules and Records Management policies </li><li>Ensure records are managed in compliance with BCGEU personal information and privacy, and confidentiality policies and procedures </li><li>Digitize physical records, as required </li></ul><p> </p><p>Record Data Management </p><ul><li>Accurately extract and record metadata as part of processing incoming records </li><li>Assist with ongoing maintenance and data quality improvement of metadata kept on physical and digital records </li><li>Ensure that all generated reports are accurate and delivered in a timely manner </li></ul><p> </p><p>Training and Collaboration </p><ul><li>Coordinate with other departments to meet record needs and resolve any records management issues </li><li>Assist and support BCGEU staff in upholding and adhering to established records management procedures, policies, and practices </li><li>Train new staff in the Records Management Department and other departments on departmental workflows, policies, procedures and software </li></ul><p> </p><p>Correspondence and Customer Service </p><ul><li>Provide excellent customer service by responding promptly to inquiries and ensuring clear, effective communication with internal staff </li></ul><p><br></p><p>Office Operations </p><ul><li>Operate office equipment such as photocopiers, scanners, and printers </li><li>Provide general office administrative support as required, including scanning, photocopying, emailing, filing, ordering stationary and supplies, receiving and distributing mail </li><li>Take meeting minutes as needed </li></ul><p> </p><p>Policy, Procedure and Workflow Continuous Improvement </p><ul><li>Identify opportunities for continuous improvement in records management processes, assisting with the development and maintenance of departmental workflows, policies, procedures, guidelines, and training materials. Propose solutions to enhance efficiency. </li><li>Assist with departmental and organizational strategic planning initiatives related to records management </li></ul><p> </p><p>Other related duties as required. </p><p><br></p><p><strong>EDUCATION & RELEVANT EXPERIENCE:</strong></p><ul><li>High school graduation </li><li>A degree or certificate in Records and Information Management, Library, or Archival studies, or equivalent combination of experience and education </li><li>2-4 years' experience working in the records and information management field </li><li>Experience working with records and information management software </li><li>Involvement with professional bodies such as ARMA International, the ACA, or other equivalent body</li></ul><p><br></p><p><strong>KNOWLEDGE, SKILLS, & ABILITIES:</strong></p><ul><li>Broad and comprehensive knowledge of records and information management theories, principles, standards, and best practices, including classification and retention scheduling </li><li>Ability to establish and maintain effective working relationships with BCGEU staff, activists, and elected officials </li><li>Ability to work independently or collaboratively as part of a team </li><li>Ability to work in a fast-paced working environment, set priorities, and work within time limits, ensuring a high level of accuracy when completing those tasks </li><li>Excellent written and verbal communication skills, with the ability to interact effectively with staff, external vendors, and external record requestors </li><li>Strong analytical and problem-solving abilities to identify recordkeeping issues and implement solutions </li><li>Familiarity and proficiency with Microsoft Office, Adobe Acrobat, SharePoint, Confluence, and Jira Service Desk or similar office productivity software </li><li>Familiarity and proficiency with OpenText records management software, or similar software </li></ul><p><br></p><p><strong>SALARY: </strong></p><p>$38.77 - $42.14 per hour</p><p><br></p><p>Please note that temporary and probationary employees are not eligible for remote work arrangements.</p><p><br></p><p>Hours of work are 32 hours, four days per week.</p><p><br></p><p>The BCGEU supports employment equity. Indigenous workers, workers of colour, women, LGBTQ2SI+ workers, and workers with disabilities are encouraged to apply for positions with the BCGEU.</p><p><br></p><p><strong>How to Apply:</strong></p><p><br></p><p>Please include only one attachment with your application. If you need to include both a cover letter and a resume, combine them into a single file before uploading. Please reference the <em>Position Title</em> and the <em>Job ID</em> in the subject line when submitting your application. Applications with multiple attachments may be rejected.</p><p> </p><p>Resumes will be accepted by e-mail to: </p>