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Records Management Specialist

3 months ago

Agassiz, Canada Seabird Island Band Full time

Position Overview

Under the general guidance of the Records Manager, this role is responsible for the planning, coordination, and provision of daily support in records and information management. The Records Coordinator is expected to demonstrate responsibility, accuracy, and proficiency in assigned tasks while exercising a high degree of independent judgment and personal initiative. This position requires a comprehensive understanding of advanced techniques and technologies, as well as experience in managing or developing Records Management projects and knowledge of the Records Management lifecycle.

Success Attributes

To thrive in the Finance and Administration department, the ideal candidate should possess the following traits:

  • Integrity: Upholds and promotes ethical standards and values in all activities.
  • Data Analysis: Carefully examines and evaluates details, data, and facts before making informed decisions.
  • Role Clarity: Recognizes and meets the expectations associated with the position with clarity and purpose.
  • Technological Proficiency: Quickly learns new systems and utilizes various relevant software packages effectively.
  • Adaptability: Maintains effectiveness in diverse work environments characterized by changing circumstances and shifting priorities.

Impactful Work

The successful candidate will contribute to producing accurate, timely, and valuable work while maintaining a high level of confidentiality and attention to detail.

Organizational Culture

Seabird Island Band is dedicated to fostering a learning environment that strengthens pride, language, culture, and freedom.

Benefits and Perks

Benefits may vary based on job type and will be discussed during the interview process:

  • Comprehensive health and dental coverage
  • Accrued vacation and sick leave
  • Pension plan with employer matching contributions
  • Access to internal training and professional development programs
  • Collaboration with an interdisciplinary team
  • Competitive hourly rates
  • Casual dress policy

Key Responsibilities

  • Provide overall supervision of the Records program, including work planning, scheduling, and assessing staffing needs.
  • Assist in preparing reports and recommendations for management and stakeholders.
  • Deliver presentations and offer guidance on the Records Program.
  • Coordinate and monitor tasks assigned by the Manager.

Primary Duties

  • Develop specifications for Records Management systems by applying best practices and documenting requirements.
  • Direct and assign daily work activities to Records Management staff.
  • Assist in designing information management systems by translating processes into functional requirements.
  • Support others in utilizing technology to achieve Records Management objectives.
  • Review and update the Records Management Policy and Procedures Manual.
  • Maintain strict confidentiality in all operations.

Team Collaboration

  • Foster respectful and professional relationships with team members and all levels of the organization.
  • Exhibit behaviors that align with the organization's vision, mission, culture, and values.
  • Encourage the development of positive cultural identities among staff and clients.
  • Ensure effective communication with internal and external stakeholders.
  • Perform additional duties as assigned by supervisors or management.

Qualifications

  • Certification in Records/Information Management or a related field.
  • Membership in ARMA (Association of Records Managers and Administrators) is an asset.

Experience and Skills

  • A minimum of five years in records and information management, including project administration.
  • Extensive knowledge of records management principles and methodologies.
  • Proactive, organized, and capable of prioritizing tasks effectively.
  • Strong leadership and initiative.
  • Attention to detail and ability to complete tasks with minimal supervision.
  • Physical capability to perform tasks such as lifting and standing for extended periods.
  • Ability to work independently and collaboratively within a team.

Requirements

  • Proficient in Microsoft Office 365 Suite.
  • Strong interpersonal and communication skills.
  • Commitment to adhering to organizational policies and procedures.
  • Understanding of Stó: lō culture and traditions or willingness to learn.
  • Experience with First Nations communities is advantageous.
  • Valid driver's license with a clean record.
  • Successful completion of a criminal record check.

Reporting Structure

This position reports directly to the Records Manager.

Pre-employment Screening

Employment is contingent upon the successful completion of pre-employment screening to ensure a safe and secure work environment.

Seabird Island is an equal opportunity employer and encourages applications from all qualified individuals.