Document Management Specialist

If you are committed to public service, enjoy collaborating with others, share our values and have a desire to learn and grow, join The City of Calgary. City employees deliver the services, run the programs and operate the facilities which make a difference in our community. We support work-life balance, promote physical and psychological safety, and offer competitive wages, pensions, and benefits. Together we make Calgary a great place to make a living, a great place to make a life.
The City is committed to fostering a respectful, inclusive and equitable workplace which is representative of the community we serve. We welcome those who have demonstrated a commitment to upholding the values of equity, diversity, inclusion, anti-racism and reconciliation. Applications are encouraged from members of groups that are historically disadvantaged and underrepresented. Accommodations are available during the hiring process, upon request.
As a Document Management Specialist, you will perform record management duties, administrative tasks and electronic imaging for official records. There are four workstations: large format scan, small format scan, communications station, and Teleform & Quality Control. Primary duties include:
- Review and prepare files based on conversion requirements, determine appropriate scanning device, perform scanning, microform, oversized scanning and image formatting/conversion.
- Capture and index required data fields as per program requirements and naming conventions and upload.
- Review scanned document images electronically for completion and re-scan as required.
- Identify missing records and complete basic investigations of locations.
- Support internal staff with regular TRIM (Toss, Recycle, Information Manage) to ensure inactive records are transferred to inactive records storage, prepare files for destruction and disposition.
- Circulate inactive files, including ordering from offsite storage, loading and updating locations in Content Server, verifying transmittals and communications with clients for viewings or pick up.
- Update files that are being moved between borrowers, renewing charge-outs and monitoring employee move/retirements for returns.
- Complete order requests, refile reports and send files back to offsite storage.
- Participate in the preparation and updating of electronic imaging program documentation and procedures.

**Qualifications**
- A High School Diploma or provincial equivalent (i.e. GED) with at least 3 courses from a recognized Records and Information Management (RIM) certificate program and at least 3 years of relevant records experience OR;
- A completed 1-year certificate in Records and Information Management (RIM) or a related field with at least 1 year of relevant records experience.
- Demonstrated knowledge of scanning and image processing, including proficiency with both hardware (large and small format scanners) and software (Teleform, POSSE and Adobe Pro) systems used in digitization workflows.
- A strong grasp of image processing techniques such as Optical Character Recognition (OCR) and file compression.
- You are a strong communicator, with excellent customer service skills and the ability to adapt to tight timelines while maintaining a high level of accuracy.

**Working Conditions**:**The ability to lift boxes that weight up to 30lbs.**Pre-employment Requirements**
- Successful applicants must provide proof of qualifications.
- Union: CUPE Local 38
Business Unit: Development, Business and Building Services

Position Type: 1 Permanent and 3 Temporary (up to 18 months)
Location: 800 Macleod Trail SE

Compensation: Pay Grade 5 $31.27 - 41.80 per hour
Days of Work: This position typically works a 5 day
work week, with 1 day off in each 3 week cycle.

Hours of work: Standard 35 hour work week

Audience: Internal/External

Job ID #: 312003