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Document Control Technician

4 months ago

Saskatoon, Canada STC URBAN 1ST NSTNS Full time

**Position Summary**:
This position will be responsible for supporting the records and information management unit with the implementation of the classification and retention schedule and with procurement compliance. The role will digitize program, corporate and historical documents as well as system data processing. Overall maintenance of information management systems, forms library and records classification are all key areas of responsibility for this position. This position also provides support to multiple departments, including shared services, with the maintenance and applicable updating of all administrative and financial forms required to support business processes across the corporations. This position also provides administrative support services in a shared service delivery model for vendor relations & procurement practices.

**Responsibilities**:

- Supports Saskatoon Tribal Council (STC) with procurement by establishing and implementing standardized process and procedures;
- Assists in supporting the implementation of the document classification and retention schedule as follows:

- Assigns appropriate file/document control numbers to various current and historical documents;
- Supports departments with technical assistance on the classification of various documents, including reporting templates, correspondence, personnel files etc.;
- Supports departments with the inventory/cataloguing of file room(s);
- Support departments with the digitizing and classification of records including: records of decisions, discussions and or resolutions;
- Develop and implement a system to track, manage and maintain forms and documents/templates used across departments to support policy and or legislative requirements;
- Prepares final or amended agreements and contracts as required and ensures appropriate signing authority;
- Research industry standards (Federal and Provincial legislation) and recommends appropriate management direction with regards to storage of physical and digital information formats;
- Identifies appropriate document naming conventions to facilitate efficient search and retrieval;
- Provides corporate support to the IT unit with information management requirements, inventory control and supports the standardization of digital holdings across the corporations;
- Supports STC with procurement compliance and standard practice;
- Support the standardization of digital holdings across the corporations and create efficiencies with forms and documents utilized across STC;
- Assists the Agreement Manager with the execution of the information management plan;
- Recommends and supports automated processes to support departmental procurement and information management needs;
- Participates in committee work to advance records and information management process across STC;
- Work collaboratively within the records and information management team as well as other STC departments and staff;
- Perform other related duties as defined and assigned by the reporting Director or designate on an as and when required basis.

**Education and Experience**:

- Post-Secondary education in a related area such as library assistant, certification in information and records management and or document control with software certifications; and
- Three (3) to five (5) years of work-related experience in document control, procurement and/or records management; or
- Equivalent combination of education, training and experience may be considered;
- Experience working within a governance structure in a community development capacity with First Nations; familiarity with First Nations culture, history is considered an asset.

**Knowledge, Skills and Abilities**:

- Knowledge and understanding of STC programs and services;
- Knowledge of funding agreements/contracts and records management principles;
- Knowledge of procurement processes to maintain compliance throughout the procurement lifecycle;
- Excellent verbal and written communication skills, including the ability to establish and maintain effective working relationships;
- Ability to work as part of a team and can recognize and or anticipate tasks to provide enhanced administrative services to Executive management and the shared service;
- Excellent organizational and time management skills and the ability to manage and prioritize several concurrent tasks for extended periods of time;
- Analytical ability to recognize challenges, identify causes and provide solutions to achieve success;
- Dependability: has strong work ethic and the ability to work independently, submit accurate documentation with high attention to detail, and seeks guidance when needed;
- Receptive: accept feedback, take ownership of responsibilities, and identifies areas of growth;
- Interpersonal Skills: communicates clearly, seek solutions, and demonstrates flexibility;
- Integrity: keep sensitive information confidential and adheres to STC’s policies;
- Initiative: seeks opportunities for further