Junior Data Entry Clerk / Records Coordinator

Cynet systems Inc; Edmonton; On-site; CAD 40,000 - 55,000; Full time

Job summary

A records management company in Canada is seeking a Junior Data Entry Clerk / Records Coordinator to support records management and digitization initiatives. The candidate will handle both physical and electronic records, perform data entry, and maintain data quality. Ideal candidates should have post-secondary education in related fields or relevant experience and be familiar with tools like Microsoft Excel, Outlook, and PaperStream. Attention to detail and organizational skills are essential for this role.

Qualifications

• Post-secondary education related to Library Science, Business Administration, or Legal Administration, or minimum of 6 months of relevant experience.
• Minimum of 1 year of experience using Microsoft Excel and Outlook, including formulas and filtering.
• Minimum of 1 year experience digitizing and completing inventories for large-scale projects.
• Working knowledge of SharePoint Online for managing spreadsheets accessed by multiple users.

Responsibilities

• Apply file classification structures to physical and electronic records.
• Perform records inventory and data entry using spreadsheets.
• Index, sort, and organize paper records.
• Verify the accuracy and completeness of records.

Skills

Records management and digitization

Data entry and data quality verification

Spreadsheet management and analysis

Document classification and indexing

Attention to detail and organizational skills

Ability to work independently and as part of a team

Education

Post‑secondary education in Library Science

Post‑secondary education in Business Administration

Post‑secondary education in Legal Administration

Tools

Microsoft Excel

Microsoft Outlook

PaperStream software

SharePoint Online

Job description

Job Description

• The Junior Data Entry Clerk / Records Coordinator supports records management and digitization initiatives by applying classification standards, maintaining accurate inventories, and ensuring data quality.
• This role involves both physical and electronic records handling and supports large-scale digitization and clean‑up projects.

Responsibilities

• Apply file classification structures and records retention schedules to physical and electronic records.
• Perform records inventory and data entry using spreadsheets or other approved templates.
• Index, sort, file, box, and organize paper records.
• Verify the accuracy and completeness of records and data entries.
• Scan and inventory records for large-scale digitization and records clean‑up projects.
• Lift and move boxed records weighing up to 30 lbs.
• Use PaperStream software, SharePoint Online, and Microsoft applications including Excel and Outlook.
• Perform other related duties as required.

Requirement/Must Have

• Post‑secondary education related to Library Science, Business Administration, or Legal Administration, or a minimum of 6 months of experience as a Records Support or Records Coordinator performing record preparation, scanning, quality checking, and inventory activities.
• Minimum of 1 year of experience using Microsoft Excel and Outlook, including formulas, sorting, and filtering spreadsheets with large datasets.
• Minimum of 1 year of experience digitizing and completing inventories for large‑scale projects involving hundreds of boxes, including file naming conventions, metadata entry, and quality control checks.
• Minimum of 1 year of experience using PaperStream software, including profile creation, scanner configuration, and basic troubleshooting.
• Working knowledge of SharePoint Online, including managing spreadsheets accessed by multiple users and performing data entry, modification, and filtering.
• Experience implementing public sector digitization standards aligned with Canadian Digitization Guidelines.

Experience

• Minimum of 6 months to 1 year of records coordination, data entry, or digitization experience.

Should Have

• Experience in records and document management with an understanding of the records life cycle for both physical and electronic records.
• Experience interpreting and applying records retention and disposition schedules.
• Experience classifying records by reviewing document content and completing record inventory forms.
• Ability to manage multiple tasks or initiatives simultaneously while meeting strict timelines.

Skills

• Records management and digitization.
• Data entry and data quality verification.
• Spreadsheet management and analysis.
• Document classification and indexing.
• Attention to detail and organizational skills.
• Ability to work independently and as part of a team.

Qualification And Education

• Post‑secondary education in Library Science, Business Administration, Legal Administration, or a related field preferred.
• Equivalent hands‑on records coordination or digitization experience will be considered.