Legal Records and Retention Clerk

2 months ago

Halifax, Canada Province of Nova Scotia Full time

**Department**:Justice

**Location**:HALIFAX

**Type of Employment**:Permanent

**Union Status**:NSGEU - NSPG

**Closing Date**:12-Sep-24 (Applications are accepted until 11:59 PM Atlantic Time)

**About Us**:
The Court Services Division of the Nova Scotia Department of Justice is dedicated to excellent service and the provision of fair and accessible administration of justice, including court administration and security.

The Division provides administrative support to the courts listed: Nova Scotia Court of Appeal, Supreme Court of Nova Scotia (including Family Division), Provincial Court, Family Court, Small Claims Court, Probate Court and Bankruptcy Court. The courts act independently from the government to address individual cases.

**About Our Opportunity**:
Under the general supervision of the Supervisor, Court Administration Office, the Records Clerk is responsible for organizing, maintaining and controlling the central filing system for the Court Administration Office, in accordance with the Records Management Manual of Procedures and Instructions, as well as performing clerical work in searching for information contained in the filing vault. The Records Clerk ensures the identification and classification of all Supreme Court (including bankruptcy, divorce and criminal) files, and Court of Appeal files and documents their location. The Records Clerk also coordinates off-site storage, retrieval and disposal services and transfers the appropriate records to the Public Archives of Nova Scotia. The Records Clerk is also responsible for recording, verifying and returning exhibits to the appropriate party.

**Primary Accountabilities**:

- Create new files daily as required; collect, pre-sort and file all Supreme Court and Court of Appeal documentation daily.
- Classify, code, index and cross-reference all materials.
- Direct originators in the receipt, classification, indexing and coding techniques.
- Perform charge-out operations for files and follow-up checking operations for outstanding files. This includes searching old index cards and books for proper file numbers as well as computer searches. It also includes searches for off-site retention numbers and retrieving files from the Records Centre on a daily basis.
- Research complex requests for material.
- Assist staff members to comply with Records Management policies and procedures relative to the receipt, creation, classification, coding, indexing, maintenance verification techniques and final disposal of records.
- Record and maintain all exhibits filed with the Supreme Court, supervising transfer to courtroom and ensuring that exhibits are returned upon completion of the trial. Returning exhibits to the parties, counsel or police.
- Respond to requests for file searches via telephone, fax or mail.
- Order files from other Court Administration offices across the province and return files to those offices.
- Consistent data entry, updating file locations within the Justice database with a high degree of accuracy.

**Qualifications and Experience**:
To be considered for this opportunity, you have three years of relevant experience in Records Management; an equivalent combination of training and experience may be acceptable.

You have proficient keyboarding skills and a sound knowledge of general office procedures and computer programs, including MS Office, MS Word, Excel and Outlook. You also have a working knowledge of specialized records management systems (such as FileNet and STAR/STOR).

You demonstrate accuracy and knowledge in understanding a Records Management system and up to date knowledge of the guidelines and schedules. This position requires great attention to detail and time management skills. Completeness and integrity of data is crucial to inform program actions and support decision making processes.

You are self-motivated, can work with mínimal supervision and maintain the highest level of confidentiality. You exercise tact and diplomacy and have good organizational and communication skills. Judgement and professionalism regarding records management is essential, in order to safeguard security and confidentiality of government information.

We will assess the above qualifications and competencies using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.

**Equivalency**:
**Benefits**:
Based on the employment status and union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as a Defined Benefit Pension Plan, Health, Dental, Life Insurance, General illness, Short and Long Term Disability, Vacation and Employee and Family Assistance Programs. For information on all our Benefit program offerings, click here: Benefits for government employees.

**Working Conditions**:
Incumbents must be able to perform physical, mental and visual demands; some heavy lifting of cartons, expandable files and file boxes will be requi

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