Operations & Records Management Specialist

4 weeks ago

Burnaby, Canada British Columbia Institute of Technology (BCIT) Full time

BCIT’s
- **Library Services** department is seeking a
- **regular, full-time (1.0**
**FTE**
**) Operations & Records Management Specialist**.In support of the Operations Manager and the Director, Library Services, the Operations & Records Management Specialist provides confidential administrative, financial and logístical support for operational matters on all campus libraries. The Operations & Records Management Specialist also provides assistance in information services, including Records Management, Copyright, and Reference.**Duties & Responsibilities**

**DUTIES**
***
**AND**
***
**RESPONSIBILITIES***:
**Administrative and Operational Support**:

- Maintains an awareness of the Manager’s and the Director’s goals and objectives, establishing priorities and identifying items requiring attention.
- Provides administrative and logístical support for all meetings attended by the Director, including taking minutes and arranging speakers.
- Supports employee engagement by maintaining online presence of activities. Helps with planning and reporting out of engagement activities.
- Creates content for internal Library operational Loop group.
- Assists with budget analysis, tracks financial transactions, and expenditure commitments. Initiates expense cross-charges and communicates with Finance Services department.
- Collects and reports out on revenue, expense and year-to-date transaction reports.
- Reconciles and submits monthly Purchase Card statements.
- Conducts walk-throughs to ensure that cleaning standards are maintained and building deficiencies are reported and addressed by Facilities Services department.
- Coordinates submissions of requisitions for furniture, equipment, supplies, systems, and maintenance contracts. Oversees delivery logistics to ensure timely building access, parking, and installation as required.
- Ensures Library attendance recording follows Institute policy. Inputs attendance records, reports sick leave deductions to Payroll department, reviews reports with Manager, and submits year-end approved reports to Human Resources department.
- Supports recruitment by scheduling interviews, preparing interview packages, and booking meeting rooms. Initiates e-hires as required.
- Coordinates telecommunication requests to Information Technology Services (ITS).
- Coordinates security access rights.
- Prepares and maintains Library statistics for provincial and national surveys.
- Act as the Records Custodian of the Library Services Administration office. Annually reviews, creates and discards files according to Records Management policy and procedures.

**Information Services**:
**Reference**:

- Maintains current knowledge of reference tools and resources through in-house and external continuing education opportunities.

**Records Management**:

- Liaise with ITS for troubleshooting Records Management database issues, and suggests programming changes.
- Assists in the retrieval and refile of files and boxes and from off-site storage locations.
- Coordinates with Financial Services and Corporate Services departments to set up Access Copyright contract agreement, paying invoices, and preparing cross charges. Liaises with Information Technology Services department to troubleshoot the Copyright Tracking database issues, and suggests programming changes.
- Supports BCIT’s records custodians (120+) in management of paper records and electronic repositories, manages off-site records program and arranges disposition of records.
- Provides Records Custodian Advisory Support and maintains authority of control in Custodian stations, provides advice on retention schedules, records management forms and procedures, including life cycle control and disposition of records to ensure legal compliance.
- Conducts records series inventories such as those relating to personal data collection forms, personal information banks, records series, etc. Provides quality assurance checks prior to sending records off-site for storage.
- Prepares and delivers one-on-one and group training sessions on records management in-person and online.
- Maintains current knowledge of records management by keeping up-to-date with current practices and continuing education.

**Other**:

- Undertakes related duties as assigned, consistent with the job grade for this position.

**Qualifications**

**QUALIFICATIONS***:
**Definition**:
The qualifications section for this position was developed using the approved job evaluation plan, agreed to between the BCGEU and BCIT. The qualifications represent the minimum qualifications required in the future (i.e. to be reflected in job postings) and do not reflect the incumbent’s existing qualifications.
- **Education**:

- Completion of Grade 12, plus completion of a two-year Certified Library and Information Technology Diploma. Requires a certificate in Records Management.

**License(s)/Certifications(s)**:

- Valid Driver’s License and a vehicle for occasional delivery or pick-up.

**

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