Document Management Specialist

4 months ago

Calgary, Canada City of Calgary Full time

If you are committed to public service, enjoy collaborating with others, share our values and have a desire to learn and grow, join The City of Calgary. City employees deliver the services, run the programs and operate the facilities which make a difference in our community. We support work-life balance, promote physical and psychological safety, and offer competitive wages, pensions, and benefits. Together we make Calgary a great place to make a living, a great place to make a life.
The City is committed to fostering a respectful, inclusive and equitable workplace which is representative of the community we serve. We welcome those who have demonstrated a commitment to upholding the values of equity, diversity, inclusion, anti-racism and reconciliation. Applications are encouraged from members of groups that are historically disadvantaged and underrepresented. Accommodations are available during the hiring process, upon request.
As the Document Management Specialist, you will provide electronic imaging services to Planning and Development staff. You will use specialized software systems, equipment, and techniques to manage a high volume of work. Primary duties include:

- Collaborate with the team supervisor and other team members.
Review and prepare files and documents based on conversion requirements including but not limited to: arranging records in date order, removing duplicate copies, removing staples and clipping multipage documents.
Determine the correct scanning device to properly perform the operations, depending on the type of quality of documents to be imaged.
Perform and monitor all activities required to scan the documents.
Receive boxes to check in to database and track from start to finish.
Schedule and coordinate meetings; coordinate transportation.
Maintain inventory of workstations and all equipment.
Attend to the needs and requests of walk-in customers.
Provide daily preventative maintenance (care and cleaning) of all scanning equipment as recommended by the manufacturer or as needed.
Review the scanned document images electronically to verify that all pages within the document were scanned accurately and completely, ascertaining the image quality; rescan documents if scanned images are deemed poor quality.
Perform hardcopy, microform, and oversized scanning (e.g. maps, charts, and drawings) and image formatting conversion.
Deliver scanned pages in electronic format and meet scanning targets and deadlines.
- **Qualifications**
***A High School diploma or equivalency (e.g GED).
A minimum of 1 year work experience, with successful completion of the following core courses in a Records Management Certificate program:

Fundamentals of Information and Records Management; and
Business Document Imaging (Imaging Technologies for Document Management).
You demonstrate an understanding of scanning and image processing.
Training and experience with Livelink, Human Capital Management (HCM), Integrated Records Information Management Systems (iRIMS), Workplace Hazardous Materials Information System (WHIMS), and scanning and imaging software is an asset.
You are a strong communicator, with excellent customer service skills and the ability to adapt to tight timelines while maintaining a high level of accuracy.
- **Pre-employment Requirements**Successful applicants must provide proof of qualifications.
Union: CUPE Local 38
-Business Unit: Development, Business and Building Services
-Position Type: 3 Temporary (up to 18 months)
-Location: 800 Macleod Trail SE
-Compensation: Pay Grade 5 $29.41 - 39.30 per hour
-Days of Work: This position works a 5 day
-work week with 1 day off in a 3 week cycle.
-Hours of work: Standard 35 hour work week
-Audience: Internal/External

Job ID #: 308228

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