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Records Management Specialist

3 months ago

Agassiz, Canada Seabird Island Band Full time

Position Overview

Under the general oversight of the Records Manager, this role is responsible for planning, coordinating, and delivering daily support for records and information management. The Records Coordinator is expected to demonstrate responsibility, accuracy, and proficiency in assigned tasks while exercising a high level of independent judgment and initiative. At this level, the individual possesses a comprehensive understanding of advanced techniques and technologies, having previously managed or developed Records Management initiatives, along with a solid grasp of Records Management lifecycle principles.

Key Attributes for Success

To thrive in the Finance and Administration department at Seabird Island, candidates should possess the following qualities:

  • Integrity: Upholds and promotes ethical standards and values in all activities.
  • Data Analysis: Carefully scrutinizes details, data, and facts before making informed decisions.
  • Role Clarity: Recognizes and meets the expectations associated with their position.
  • Technical Proficiency: Quickly learns new systems and utilizes various relevant software applications.
  • Adaptability: Remains effective in diverse work environments marked by changing circumstances and priorities.

Impactful Work

The ideal candidate will contribute to producing precise, timely, and valuable outputs while maintaining a high degree of confidentiality and attention to detail.

Seabird Island Band is a community focused on enhancing skills and cultural pride.

Benefits and Perks

Benefits vary by job type and are confirmed during the hiring 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 a multidisciplinary team
  • Competitive hourly rates
  • Casual dress policy

Primary Responsibilities

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

Core Duties

  • Develop specifications for Records Management systems by assessing business needs and documenting requirements.
  • Direct and assign daily activities for Records Management staff.
  • Design 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 the highest level of confidentiality.

Team Building and Relationships

  • Foster respectful and collaborative relationships with team members and all levels of the organization.
  • Exhibit behaviors consistent with the organization's vision, mission, 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 management.

Qualifications

  • Certification in Records/Information Management or a related field.
  • Membership in ARMA (Association of Records Managers and Administrators) is an asset.
  • Minimum of five years of experience in records and information management.
  • Proven experience in managing Records Management-related projects.
  • Strong organizational skills with the ability to prioritize tasks effectively.
  • Excellent problem-solving and analytical abilities.
  • Physical capability to perform tasks such as lifting boxes up to 40lbs.
  • Ability to work independently and collaboratively as part of a team.

Requirements

  • Proficient in Microsoft Office 365 Suite.
  • Strong interpersonal and communication skills.
  • Knowledge of and respect for Stó: lō culture and traditions.
  • Experience working with First Nations communities is advantageous.
  • Valid BC Driver's License with a clean driving record.
  • Successful completion of a Criminal Record Check.

Reports to: Records Manager

Pre-employment Screening: Employment is contingent upon 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.