Records Technician

3 weeks ago

Cochrane, Canada Town of Cochrane Full time

The Town of Cochrane is located in the breathtaking Bow Valley corridor in the foothills of the Rocky Mountains in southern Alberta. With a population of over 30,000 people, and growing steadily every year, Cochrane is a thriving town, surrounded by world-famous ranch country. Our western heritage is reflected in the Town’s architecture and our friendly people. The Town of Cochrane welcomes innovative and skilled individuals to join our team of over 250 employees.

The Town of Cochrane is excited to recruit for the position of Records Technician within our Legislative Services team. The Legislative Services department coordinates Council meeting agendas and minutes, Council Committee recruitment and regulatory reporting. They oversee all Assessment Review Board functions, facilitate the Subdivision Development Appeal Board processes, manage all corporate records, and ensure Freedom of Information and Protection of Privacy Act (FOIP). They manage the Municipal Bylaw registry and the Town’s insurance portfolio, and conduct elections and census.
This is a busy team with always lots on the go. They are passionate, dedicated and focused; and they need a Records Technician to join the team.
The Records Technician carries out professional records management work of considerable complexity to ensure compliance with the Town’s Records Management Program. They contribute to the efficient management of corporate records including information management from file creation to disposition, responding to public and staff records inquiries, developing document inventories, and maintaining indexes for classification systems. They are an organized administrative professional with strong attention to detail and knowledge of records management.
Why should you consider working for us?
Our employees enjoy many benefits including competitive public sector pay, comprehensive health and dental benefits package, professional learning and development opportunities and the opportunity to work with other talented municipal professionals.
As an organization, the Town of Cochrane has a focus on investing in people. This is not a boring municipality. We are growing into an organization with a focus on transparency, critical thinking, curiosity, reflection, and innovation. We support experimentation as part of the growth process and strive for continuous improvement. We are municipal employees, and we are accountable to all the residents of the Town of Cochrane. Want to be a part of this exciting time?
What are some of the duties of the Records Technician?
- Supports the Town’s records management program. This includes a wide variety records management / administrative / technical and clerical functions:

- Creates, maintains, and updates, electronic and physical files according to their classification structure and the retention schedule, throughout their life cycle, ensuring compliance with corporate and retention directives, providing accurate searchable data in doing so.
- Contributes to the implementation and maintenance of records management policies and procedures.
- Identifies business unit repositories to create and maintain inventory of stored records and ensure correct retention and disposition.
- Conducts annual destruction procedures for records that have met their final disposition according to the Records Retention Schedule.
- Ensures quality of records stored by following quality control standards.
- Prepares and transferring records according to the retention schedule, electronic & physical filing, scanning, preserving the electronic document records management system (RecFind), carrying out various clerical functions, project assignments.
- Coordinates records related technical and functional direction to staff through policies and procedures, including preparation of systems manuals, ensuring these manuals are updated.
- Assists with the development, organization and presentation of training programs and ongoing support, for staff, management and Council in specific areas including records management, FOIP, RecFind, disaster planning, TRIM and other special project areas as required.
- Monitors record transfers to ensure that retention dates, folder identification and responsible department identifiers have been provided.
- Ensures compliance with established procedures for administrative contracts/agreements including responsibility for securing them in RecFind.
- Responds to internal and external inquiries by providing appropriate information and/or directing to appropriate person as required.
- Assists the Records and Information Management Team Lead in processing and responding to Freedom of Information and Protection of Privacy (FOIP) and routine Access to Information Requests. Supporting the Records and Information Management Team Lead in responding to Reviews, Inquiries, and Investigations by the FOIP Head and possibly the Office of the Information and Privacy Commissioner.
- Maintains inventory of records

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