Records Management Assistant

The Records Centre within The Winnipeg Civic Employees’ Benefits Program (_WCEBP_) houses over 30,000 Member files and is responsible for maintaining the overall life cycle of records created by the five units of _WCEBP_ (Member Services, Disability Services, Information Systems, Finance and Administration). The Records Centre is ever evolving due to changes in operational needs, legislation requirements and workflow processes.

Under the general supervision of the Coordinator, Records and Information Management, the Records Management Assistant is responsible for approving the digitization and image categorization for all electronic documents processed by Records/Scan Clerk A staff; preparing Records metrics, vendor listings and inventory records using Excel spreadsheets and in-house database logs; and providing administrative support for the Records Centre, by updating policies and procedures, assisting in maintaining retention schedules and arranging in-house training programs.

The Records Management Assistant will ensure all processes are compliant with relevant legislation, ensure the workflow with respect to scanning and filing documents within the unit is maintained by providing guidance and direction to the Records/Scan Clerk A(s), participate in the annual file retention and destruction process, resolve issues and follow-up on file discrepancies; and perform other work duties as assigned.

**As the **_Records Management Assistant - Clerk B_** **you will**:

- Verify the digitization and electronic filing performed by the Records/Scan Clerk A(s)
- Perform quality control checks and distinguish and resolve anomalies
- Ensure that the workflow of the unit with respect to scanning and filing documents is maintained by providing guidance and direction to the Records/Scan Clerk A(s)
- Review and prepare files, both physical and electronic, based on Member file events
- Provide administrative support for the Records Centre by developing and maintaining records-related statistical metrics, vendor listings and inventory records
- Update policy/procedural manuals and assist in maintaining the corporate library and arranging in-house training programs for _WCEBP_ staff
- In accordance with internal Retention Schedules (based on By-Law 86/2010), support the Coordinator, Records and Information Management on an annual basis in preparing inactive member files for archiving and/or microfilming, isolating Long Term Disability medical files for destruction, and coordinating efforts with other sections for on-and off-site storage
- Assume the duties of the Records/Scan Clerk A(s), as well as applicable administrative duties of the Coordinator, Records and Information Management, in their absence

**Your education and qualifications include**:

- Basic Level Certificate in Records and Information Management is considered an asset;
- Basic Level Certificate in Library and Information Studies is considered an asset;
- 12-24 months of experience within Records Management, library services or archives (preferably with _WCEBP_) is required, or combination of related experience and education;
- Knowledge of, and experience in effectively utilizing principles and practices related to Records Management and electronic document management systems;
- Demonstrated proficiency in Microsoft Office Suite, including Excel (Intermediate) and Word (Intermediate);
- Demonstrated ability to type accurately at 40 wpm is preferred;
- Demonstrated ability to communicate effectively, both orally and in writing, as well as establish and maintain positive working relationships with colleagues and deal effectively and courteously with external contacts;
- Proven self-starter, operating with a strong sense of urgency with the ability to follow instructions, work independently and exercise sound judgement with mínimal supervision;
- Well-developed analytical skills, problem-solving and decision-making capabilities with the ability to effectively and efficiently resolve issues;
- Excellent organization and time-management skills, with the ability to work under pressure with high volumes, plan, set priorities and meet competing deadlines;
- Ability to maintain the privacy and confidentiality of all Member information and represent _WCEBP_ in a professional manner at all times.

**Conditions of employment**:

- The successful applicant must maintain legal eligibility to work in Canada. If the successful applicant possesses a work permit, it is their responsibility to ensure the permit remains valid.
- Applicants will be required to undergo proficiency testing to determine their knowledge, skills and abilities as they relate to the qualifications of the position.
- Able to meet physical demands of the position, including but not limited to lifting and moving boxes weighing up to 20 pounds, sitting for extended periods of time, reaching, and twisting at the waist.

**CORE COMPETENCIES FOR ALL EMPLOYEES OF THE CITY OF WINNIPEG**:

- Citizen & Cus