Assistant, Records

Law-Society-of-British-Columbi; Vancouver; On-site; CAD 58,000 - 63,000; Full time

Job summary

The Law Society of BC in Vancouver, BC, is seeking a permanent, full-time Assistant in Records Management to support the corporate records system and electronic records management (EDRMS). The role involves developing procedures, classifying files, and assisting with migrations under supervision.

Responsibilities include ensuring security/privacy compliance, auditing EDRMS, and providing backup to the Records Management Specialist.

Qualifications

• Diploma or certificate in Records Management or Library Technician program.
• Minimum of one year experience in the records management, preferably in a government or legal environment.
• Familiarity with block numeric file classification schemes is an asset.
• Intermediate knowledge of computer applications, including Microsoft Office, and the ability to learn role-specific applications related to document management.
• Knowledge of NetDocuments’ eDOCS DM or comparable EDRMS software is an asset.
• Excellent oral and written communication skills with sound knowledge of business English, spelling, punctuation and arithmetic and modern office procedures and methods.
• Ability to type minimum 40 words per minute.
• Demonstrated organizational skills and ability to multi-task and prioritize workload to meet strict deadlines in an accurate manner.
• The ability to safely lift up to 40 pounds as the role has some physical demands.

Responsibilities

• Develop and review procedures related to the maintenance and organization of the records system; implement new office processes to promote efficiency.
• Assist in maintaining the corporate records program and manage file destruction/archiving per retention plan.
• Assist with file migration process and classification/profile reviews for consistency.
• Comply with security and privacy requirements and policies.
• Support auditing of EDRMS and file retrieval systems for consistency.
• Assist with EDRMS system-checks to ensure proper linking of documents to case files for retention and searchability.
• Assist with library updates and backup support for records management tasks.
• Prepare electronic and paper files for retention and disposal.
• Take on other duties and RIM projects as required.

Skills

Excellent communication

Typing 40 wpm

Organizational skills

MS Office proficiency

EDRMS familiarity

Block numeric file classification

Learn role-specific apps

Education

Diploma or certificate in Records Management or Library Technician program

Tools

NetDocuments eDOCS DM

EDRMS software

Job description

Law Society of BC, 845 Cambie St, Vancouver, British Columbia, Canada

Job Description

Come join our team! If you are looking for a career that is both challenging and rewarding, with an organization that values diversity, equity and a shared sense of purpose, look no further.

We are proud to say that we’ve been recognized as one of BC’s Top Employers since 2022 ! The Law Society of BC offers work/life balance, a collegial atmosphere, and an excellent benefits package, including: extended health benefits, a dental plan and more.

The Law Society of BC is seeking a permanent, full-time Assistant in our Records Management department. The Assistant, Records supports the maintenance of the corporate records system including an electronic document and records management system (EDRMS) and performs administrative duties in consultation with the Records Management Specialist. The Assistant aids in troubleshooting EDRMS records management issues under the guidance of the Manager, Privacy, Records and Information Management and the Records Management Specialist.

The duties of this position include:

• Developing and reviewing procedures related to the maintenance and organization of the records system; recommending and upon approval, implementing new office processes and procedures to promote efficiency.
• Assisting in the maintenance of the corporate records program. Arranging for the destruction or archiving of files according to the retention plan. Assigning and reviewing document classifications and profiles for corporate records to ensure consistent application of the file plan. Correcting errors and edits profiles as required. Assisting with the development of new classifications and file parts within defined limits.
• Assisting in the file migration process as required upon the development of a migration strategy.
• Exercising judgment and action within in established RIM procedures, requirements and policies.
• Complying with security and privacy requirements and policies.
• Support Records Management Specialist in auditing EDRMS and file retrieval systems to ensure that file systems are identical.
• Assisting with EDRMS system-checks to ensure that documents related to Law Society’s Information System (LSIS) case files are appropriately linked with case files numbers for both retention and accurate searching of records.
• Assisting with filing of library updates.
• Providing back up support for the Records Management Specialist in the execution of duties related to the record-keeping maintenance of the Document Management (DM)
• Preparing both electronic and paper files for retention and disposal.
• Such other duties and RIM projects as required by the Manager, Privacy, Records and Information Management and/or the Chief Operating Officer.

Qualifications

• Diploma or certificate in Records Management or Library Technician program.
• Minimum of one year experience in the records management, preferably in a government or legal environment.
• Familiarity with block numeric file classification schemes is an asset.
• Intermediate knowledge of computer applications, including Microsofts Office, and the ability to learn role specific applications related to document management. Knowledge of NetDocuments’ eDOCS DM or comparable EDRMS software is an asset.
• Excellent oral and written communication skills with sound knowledge of business English, spelling, punctuation and arithmetic and modern office procedures and methods.
• Ability to type minimum 40 words per minute.
• Demonstrated organizational skills and ability to multi-task and prioritize workload to meet strict deadlines in an accurate manner.
• The ability to safely lift up to 40 pounds as the role has some physical demands, such as standing for long periods of times, moving and lifting boxes.

The salary range for this position is $58,157 to $63,214.

The Law Society of BC is dedicated to promoting equity, diversity, and inclusion in all aspects of our work. We welcome individuals from diverse backgrounds and experiences to contribute to the future of our organization. In accordance with the Law Society of B.C.’s commitment to reconciliation, we seek to create a culturally safe space and to continue further improving relationships with Indigenous peoples.

The closing date for this competition is September 4, 2026. We thank all applicants for their interest; however, only those candidates selected for an interview will be contacted.

This position is located at the Law Society of British Columbia office in the Yaletown area of Vancouver, BC.

Law Society of BC, 845 Cambie St, Vancouver, British Columbia, Canada