Lpts Records and Data Management Clerk

**LPTS Records and Data Management Clerk**

**REF#701**

**Title**:Records and Data Management Clerk

**Department**: Legislative Procedures and Technical Services (LPTS)

**Reports to**:Director of Legislative Procedures and Technical Services, Executive Director of Governance and Administration

**Designation**: Full-Time

**Review date**:Three (3) Months After Start

**JOB SUMMARY**

The LPTS Records Management Clerk, under the direction of the LPTS Director, Governance and Administration (G&A) Executive Director or designate, is responsible for providing maintenance, safekeeping and the life cycle management of LPTS governance and administration files and documents. The Records Management Clerk will work with LPTS and the Tsuut'ina Information Technology staff to ensure maintenance of the electronic records and will work with departmental clerks and assistants to ensure the retention preparation process is consistent, accurate and compliant. The Records Management Clerk may be required to take additional training when necessary to stay up to date with record management software.

The LPTS Records Clerk may also be requested to participate in the implementation of Tsuut’ina Nation governance and LPTS initiatives with regards to outreach, engagement, and relationship
- building with Tsuut’ina and other First Nations. This position requires a person to have a strong background in governance, Tsuut’ina language, community history and traditional protocol.

**DUTIES AND RESPONSIBILITIES**:

- This role will be responsible for maintaining relationships with Tsuut'ina and other First Nations, including their heads, minor heads, and employees. Promoting, establishing, and maintaining positive relationships between Tsuut'ina and First Nations peoples and non-First Nations Canadians, their identities, cultures, and stakeholders.
- This role will be responsible for providing regular, consistent and relevant information to others and ensures appropriate individuals are informed; listens carefully to others, asks questions or clarification and responds thoughtfully; communicates in a clear and concise manner using appropriate content, style and method of communication to suit the needs of the individual or audience.
- Provide general information and ratified documents to the public and Nation Organization.
- As instructed by the Legislative Procedures Executive Director, attend Tsuut'ina Nation Meetings, conferences, workshops, and other meetings.
- Provide support to LPTS by assisting with the preparation of documents and presentations to Tsuut'ina Head Chiefs, Minor Chiefs, Portfolio Holders, G&A Executive Director, and Citizenship regarding documents.
- Conducts ongoing reviews and audits of SharePoint, Laserfiche and other repositories for compliance with programs and software used by LPTS.
- Photocopy, scan, classify, code, log and store documents for distribution.
- Distribute documents manually or electronically.
- Maintain electronic files, inventories, mailing lists and databases.
- Send and receive messages and documents using fax machine or electronic mail.
- Maintain indexes for classification systems.
- Operate information retrieval systems and respond to requests for records.
- Review files periodically to ensure they are complete and correctly classified.
- Label files according to retention and disposal schedules and prepare files for disposal.
- Maintain access lists for security-classified records.
- Compile statistics and reports on activities within legislative records services.
- Ability to conduct research and compile large volumes of information into summary documents. Ability to quickly grasp complex technical concepts and make them easily understandable in text.
- Understanding and transcribing Tsuut’ina Gūnáhà would be considered an asset.
- Performs other related work, as required.

**QUALIFICATIONS AND SKILLS**:

- Desired Education and Experience:

- Post-Secondary or specialized training preferred.
- Minimum of five (5) years of Project Management experience.
- Legal assistant background and experience is considered an asset.
- Excellent computer proficiency (MS Office-Word, Excel, and Outlook)
- Desired Knowledge:

- Advanced knowledge of Tsuut’ina Nation and Treaty No. 7, Treaty Relations with Canada, Jurisdictional Authority of Tsuut’ina Nation.
- Must have some knowledge of Tsuut’ina culture, language and history.
- Desired Personal Attributes:

- A high degree of integrity, diplomacy, discretion, cultural awareness and confidentiality is required.
- Excellent communication (verbal and written), research, and interpersonal skills are required.
- Must be able to work under minimum supervision
- Adapts quickly to change and easily considers new approaches. Takes initiative to identify opportunities and issues, and proactively acts and follows through on work activities to resolve them.
- Strong editing, writing, communication and research skills.
- Ability to facilita