Central Records Clerk

1 week ago

Edmonton, Alberta, Canada Alberta Union of Provincial Employees Full time

Please be advised that a permanent Central Records Clerk position is available with an initial work assignment in Edmonton within the Central Filing department.

Posted date:

:30 pm

Summary of duties

Summary of duties

Please be advised that a permanent Central Records Clerk position is available with an initial work assignment in Edmonton within the Central Filing department.

The salary and benefits are as per the Collective Agreement between AUPE and AULReP.

The job description is available here and outlined below.

If interested, please submit your cover letter and resume, as one PDF document, referencing job ID 24-36, no later than 4:30pm on May 29, 2024, to .

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Maintains a system for collection, storage, retrieval and retention of organizational records by compiling, analyzing and utilizing database information. This position requires working knowledge of enterprise information management systems within a digital/paper environment. The position also requires knowledge and experience with data management environments, electronic records management systems, document management systems, and other related desktop applications.

This role ensures integrity and authenticity of AUPE's paper/digital files and information and provides expertise and support for storage, destruction and archiving of paper/digital documents and media.

The Central Records Clerk will be responsible for developing information architectures, developing and administering policies and labels, defining content types, and applying standards for terms and metadata at the organization level. This position will have responsibility for managing and executing the enterprise content management (ECM) system.

Qualifications

Qualifications

  • Post-Secondary Diploma Records & Information Management or a related field
  • Expertise in physical and electronic content and records management and applying best practices across an organization.
  • Related certifications (AllM, PMI, and ARMA) are an asset.
  • Demonstrated computer statistical database skills.
  • General knowledge of union structure and processes are an asset.
Experience

Experience

  • Previous: Two (2) years previous experience as an Information Management Practitioner to consolidate knowledge and skills.
  • On the Job: Nine (9) months on the job to become familiar with the filing system, database, computer system, related programs/software, and AUPE policies and procedures.
Key activities

Key activities

  • Sort, organize, classify, code and assemble records.
  • Purge records, shred discarded documents, file retained documents.
  • Maintain chart tracking/locator systems (manual and automated).
  • Search database including signing out records, updating their location and signing them back in.
  • Retrieve records as requested for departments, research, release of information, etc.
  • File records, creating new folders when necessary.
  • Collect and sort loose reports, obtain file number and/or review data, locate record and file report.
  • File room maintenance – adjust charts on shelves as necessary, complete inventory and prepare records for storage and disposal of records as designated.
  • Maintain accurate database with respect to record numbers (i.e. duplicate reports, etc.).

Organizational Record Duties
  • Perform month end procedures.
  • Perform quantitative analysis of organizational records.
  • Process release of information correspondence.
  • Retrieve archived material as required.
  • Prepare statistics.
  • Manage and maintain the AUPE Business Classification and Retention Guide, which identifies all content types and their relevant characteristics. Ensures that all digital information is accounted for and compliant with this Guide.
  • Liaises with departments to facilitate the application of consistent information management procedures and applications throughout the organization. Keep regular contact with operational areas and educate users on the electronic content management system procedures. Assist operational departments with information retrieval requests as required.
  • Conduct periodic records management quality control reviews, run regular usage, security, and compliance reports audits, to measure the effectiveness of the digital records management program. Resolve any issues with the user or platform.
  • Ensure that when digital records are ready for destruction, that the proper processes are followed, and a certificate of destruction is created and managed.
  • Assisting with record conversion projects.

Administrative Duties
  • Interpreting Record Retention and Disposition Schedules to determine appropriate retention and final disposition.
  • Receiving, sorting and document preparation of incoming correspondence.
  • Retrieval of routine requests for records.
  • Use of electronic systems associated with updating and control of active and inactive records.
  • Reviewing files and inventory lists for accuracy.

Other Skills/Abilities
  • Attention to detail is essential.
  • Demonstrated communication skills.
  • Must have good interpersonal skills; occasionally may be required to work with members or other staff in stressful situations.
  • Ability to maintain an effective working relationship with the membership, the public and other employees.
  • Ability to work independently and in a team environment is essential.
  • Must be organized and able to work in a high volume, fast paced environment.
Other

Other

The above statements reflect the general details considered necessary to describe the principle functions of the job and shall not be construed as a detailed description of all the work assignments that may be inherent to the job.

Any revisions of the job description must be approved by the Executive Director.

About us

AUPE is the largest public sector union in Alberta and represents approximately 103,200 jobs across the province in four sectors including: health care, education, government services, and agencies, boards and commissions. AUPE represents roughly:

  • 20,800 direct employees of the Alberta provincial government;
  • 68,400 health care employees at public, private, and not-for-profit health care providers, this includes auxiliary nursing care employees and the general support services employees of Alberta;
  • 10,800 in the education sector, who work in support roles at fifteen post-secondary institutions and three school boards across Alberta; and
  • 3,200 boards, agencies, and commissions employees who work for a variety of mostly public sector employers like municipal governments.

AUPE is committed to creating a diverse and inclusive environment and are proud to be an equal opportunity employer. We strive to provide a supportive and respectful environment, free of bias, where each employee feels valued. Together our opinions, strengths, experiences, and diverse backgrounds ensure full and equal participation for all in our community.

Apply

If interested, please submit your cover letter and resume, as one PDF document, referencing job ID 24-36, no later than 4:30pm on May 29, 2024, to .

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