Records Management Clerk

Overview

HIRING RANGE $59,530 - $63,529

The Records Management Clerk supports the effective administration of the Ontario Energy Board's records and information management program. The position is responsible for assisting with the organization, digitization, quality assurance, storage, retrieval, retention and disposition of physical and electronic records while ensuring compliance with applicable legislation, corporate standards and records retention schedules.

Working within the Office of the Registrar, the incumbent works with the Records Management Administrator and helps contribute to the integrity, accessibility and preservation of official records, while supporting the ongoing modernization of information management practices through digitization and electronic records management initiatives.

Responsibilities

• Prepare, sort and organize records for digitization.
• Track records throughout the digitization lifecycle.
• Conduct quality assurance reviews to ensure completeness, accuracy and readability of digitized records.
• Verify that digitized records meet established standards and requirements.
• Identify and resolve routine issues related to record preparation and digitization activities.
• Upload and maintain records within the organization's Electronic Document and Records Management System.
• Apply appropriate indexing, classification and metadata standards.
• Maintain the integrity, accessibility and security of electronic records.
• Assist users with the retrieval and management of records and information resources.
• Apply records retention schedules to physical and electronic records.
• Coordinate the secure disposition of records in accordance with approved schedules, legislation and organizational requirements.
• Maintain documentation supporting records destruction and disposition activities.
• Assist in monitoring compliance with records management procedures and standards.
• Provide responsive service to internal stakeholders.
• Communicate records management requirements and procedures clearly and effectively.

Qualifications

• Diploma or degree in Information Management, Records Management, Library Sciences, Archival Studies or a related discipline.
• Minimum two years of experience in records management, archives, libraries or a comparable information governance environment.
• Experience supporting records digitization projects and/or electronic records management activities.
• Experience working with records classification, retention and disposition processes.
• Experience using Microsoft Office applications and Adobe Acrobat.

• Knowledge of records and information management principles and practices.
• Knowledge of digital preservation concepts and best practices.
• Knowledge of records retention and disposition requirements.
• Knowledge of applicable legislation, including the Archives and Recordkeeping Act, 2006 and the Freedom of Information and Protection of Privacy Act (FIPPA), is considered an asset.
• Familiarity with Electronic Document and Records Management Systems; experience with OpenText Content Manager is an asset.

• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Strong verbal and written communication skills.
• Ability to handle confidential and sensitive information.
• Ability to prioritize competing tasks and meet deadlines.
• Ability to work independently and collaboratively within a team environment.