Records Management Clerk (Designated) - Jobs in Halifax, NS

Job Description

Department: Public Service CommissionLocation:Type of Employment: PermanentUnion Status: Exclusion - Non Union - NSPGClosing Date: 9/30/2022 (Applications are accepted until 11:59 PM Atlantic Time)Designation StatusPlease note, this opportunity is designated to the following diversity groups: African Nova Scotian and Other Racially Visible Persons, Indigenous Persons. Please ensure you self-identify to be considered for this opportunity.African Nova Scotian- is any Nova Scotian who chooses to declare African ancestry, regardless of how long they have lived here and regardless of how much African ancestry they can declare.Indigenous Peoples - persons who identify themselves as First Nation (Status and non-Status), Métis, or Inuit.Racially Visible Persons - persons, other than Aboriginal people or African Nova Scotians, who are non-Caucasian in race or non-white in colour.About UsThe Public Service Commission (PSC) is a modern client-centric human resources organization within the Nova Scotia Public Service supporting government departments, agencies and employees as they deliver programs and services to Nova Scotians. We are committed to be the change for a more engaged and inclusive public service. Our work culture is one of collaboration, flexibility, partnership and continuous improvement.The PSC is responsible for determining the human-resource management policies, programs, standards and procedures necessary for the public service; and provides direction, advice and assistance regarding implementation. It is committed to developing a responsive HR system and strives to improve client experience.Some of our exciting initiatives include:

• Supporting employee well-being, resilience, and engagement;
• Supporting welcoming and inclusive workplace cultures;
• Advancing the capacity of the Province of Nova Scotia to meet the current and future needs of Nova Scotians through a diverse workforce with the necessary talents, experience, and skills; and
• Developing client-focused, person-centered approaches to HR service delivery.

For more information on the Public Service Commission, please visit the following link: https://beta.novascotia.ca/government/public-service-commissionAbout Our OpportunityReporting to the Team Lead, Records Management, (RM), the Records Management Clerk is responsible for the daily operation of a centralized records management system. This system is accountable for directly providing operational support by administering and maintaining all department operational files and employee personnel files for government employees in accordance with the regulations set out in the Government Records Act, Public Archives Act, Freedom of Information and Protection of Privacy Act (FOIPOP), Personal Information International Disclosure Protection Act. (PIIDPA), Public Service Commission Employee Personnel Policy and the approved records schedules Standard for Administration Records (STAR) and PSC Standard for Operational Records (STOR).Primary AccountabilitiesAs the RM Clerk you are responsible for:

• Maintaining a hybrid filing system of both physical and electronic document entry and retrieval. These responsibilities include creating, classifying, retrieval and storage of records, the daily filing of documents, scanning of records and documents. Ensuring that access to information is efficient, while respecting the confidential nature of that information.
• Reviewing, recording and processing documents daily, including indexing the information about these documents into the departmental electronic records system, boxing files and preparing shelf lists for transfer to the Provincial Records Centre or the Archives for storage, archival appraisal, or destruction.
• Retrieval of records, file searches, responding to client service requests in person, by phone or e-mail and, provides records management services to all divisions of the Department.
• Assisting with specific records management projects as they arise and are assigned.

Qualifications and ExperienceFormal training or education in records management, library science or information management. Knowledge of records and information principles is essential. As the successful candidate you understand the standards for managing records including classification and retention schedules (STAR/STOR).

• Knowledge or experience scanning/digitizing records would be an asset.
• Excellent communication, analytical and organizational skills are required.
• Essential to the job is the ability to interact effectively in a team environment, sound judgment, and accuracy.
• You must be client focused and capable of responding to requests from internal and external clients with tact and diplomacy ensuring confidentiality is maintained.
• You must be proficient in Microsoft Office: Word, Excel, PowerPoint, Outlook, Access. Ability to use computerized records management software i.e., FileNet, would be considered an asset.
• Lifting record boxes weighting 20-25 pounds.

EquivalencyAn equivalent combination of training, education and experience will be considered. Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.Equivalent experience and training includes, but is not limited to:

• Relevant training or experience in records or file management.

BenefitsBased on the employment status and Union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as Health, Dental, Life Insurance, Pension, General Illness (Short and Long Term), Vacation and Employee and Family Assistance Programs. Click here to learn more about our various benefits offerings and eligibility criteria.Working Conditions

• Normal work week is 35 hours/week, 7 hours/day.
• May be required to work overtime on occasion.
• This is an anchored position; majority of time is spent in an office setting in Halifax.
• May be required to travel to other Central Registry offices within the Downtown Halifax core.

Additional InformationThe RM clerk will be assigned to one of the four (4) PSC file room locations. However, the work location may vary according to coverage needs. All file rooms are located within the Halifax downtown core.A satisfactory Criminal Records Check is required as a condition of employment.What We Offer

• Career Development where you have access to career guidance, tools, resources, and ongoing training for every stage of your career.
• Engaging workplace. Our Employees feel valued, respected, connected, and tuned in. We have forward-thinking policies and strategies.
• Countless Career Paths.
• Department Specific Flexible working schedules.

Pay Grade: EC 02 - EC 03Salary Range: $1,475.38 - $1,977.94 Bi-WeeklyEmployment Equity Statement:Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we serve. The Government of Nova Scotia has an Employment Equity Policy, and we welcome applications from Indigenous People, African Nova Scotians and Other Racially Visible Persons, Persons with Disabilities and Women in occupations or positions where they are under-represented. If you are a member of one of these equity groups, you are encouraged to self-identify on your electronic application.Current government employees may access this posting through the link below:PLEASE NOTE: Candidates will not be considered for an interview if applications are incomplete or are missing information.Offer of employment is conditional upon the completion of all applicable background checks and confirmation of credentials, the results of which must be satisfactory to the employer. We thank all applicants for the interest, however, only those selected for an interview will be contacted. All questions and concerns may be directed to Competitions@novascotia.ca.Quick Apply

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