Records Management Clerk - Intermediate

Period - 21st April 2025 31st December, 2025 - can be extended by another three months.

Work Location: Edmonton, AB- Work from office 5 days

Description:

Position Summary:

Corporate Purchasing is seeking a highly motivated and skilled records management clerk to join the Procurement Services Branch. The records management clerk will be responsible for organizing, maintaining, and overseeing the migration of official records within the Corporate Purchasing SharePoint repository. This role ensures that all records are properly named, categorized, assigned relevant metadata, and readily accessible according to established Branch records management guidelines. The records management clerk will also be responsible for developing and implementing clear, comprehensive process documentation to facilitate easy access to department records, ensuring compliance and consistency with Branch goals and organizational policies.

Key Responsibilities:

Records Organization and Classification:

• Organize and categorize official records within the department by renaming documents
• according to established nomenclature requirements.
• Maintain accurate and up-to-date records inventories and ensure they are classified correctly for easy retrieval.

2. Metadata Assignment:

• Assign appropriate metadata to all records for tracking, retrieval, and archiving purposes.
• Ensure records are tagged with sufficient descriptive, administrative, and structural metadata in accordance with the Procurement Services Branch standards.

3. Process Documentation:

• Create and maintain comprehensive documentation outlining the processes for accessing, updating, storing, and disposing of records.
• Collaborate with departments to ensure process documents are clear, easily understandable, and align with legal, compliance, and operational requirements.

4. Records Access and Retrieval:

• Implement systems to facilitate the efficient retrieval of records.
• Train staff on the procedures for accessing and handling records in compliance with privacy, confidentiality, and organizational policies.

5. Compliance and Security:

• Ensure all records management practices comply with Procurement Services Branch records management requirements.
• Maintain a high level of confidentiality and security with respect to sensitive records and data.

Qualification

Assessment

Must Have

Education

Yes/No - High School Diploma/GED.

Work Experience

Duration - Experience in an Information Management environment working with records/documents

Yes/No - Experience with records management.

Nice to Have

Yes/No - Records and archive management education.

Work Experience

Duration - Experience using Microsoft SharePoint.

Duration - Experience with the use of Central Administration on a SharePoint environment.

Duration-Exp with Power BI reporting and SQL Server Analysis.