Records Assistant

Westbank First Nation; Kelowna; On-site; CAD 46,000 - 62,000; Full time

Benefits offered by this job

Municipal Pension Plan

Extended health and dental coverage

Flexible time-off provisions

Education and professional development

Job summary

Westbank First Nation is seeking a Records Assistant to support the Records and Information Management (RIM) program. The role involves imaging, digitizing, and indexing documents using the Electronic Document Management System while meeting Canadian legal and evidence standards.

Candidates should have related education or experience, be able to handle confidential information, and work well in a team or independently.

Qualifications

• Formal training in records management or office administration is preferred.
• Experience with digital imaging scanners is preferred.
• Ability to extract information from documents and maintain data accuracy.
• Must maintain confidentiality and handle sensitive information.
• Equivalent combination of education, training and experience considered.

Responsibilities

• Operate scanning equipment to produce high-quality imaged files.
• Index and classify documents in the EDRMS.
• Prepare documents for scanning and maintain orderly files.
• Update and maintain paper and electronic records for accessibility.
• Follow data entry conventions and ensure data integrity.
• Provide user training and support for the EDRMS.

Skills

Records management

Digital imaging

Data entry

Confidentiality

Education

Records management certificate

Tools

Electronic Document Management System (EDRMS)

Job description

Located within the traditional unceded territory of the syilx people, Westbank First Nation is a progressive and prosperous self-governing First Nation. The Okanagan Valley truly has it all, including a great climate, stunning scenery, world‑class ski resorts, golf courses, wineries and beaches.

Westbank First Nation values diversity and we are committed to creating a healthy, strong and vibrant community through programs and services that promote physical, mental, emotional and spiritual well‑being and healing. Come join our team and become part of an innovative and rewarding place to work.

POSITION SUMMARY

The Records Assistant applies technical skills in the preparation, classification, scanning and indexing of documents using the Electronic Document Management System. The Records Assistant is responsible for operating digital image scanning equipment to capture quality, readable images efficiently and consistently while meeting all internal and external requirements, including Canadian legal and evidence standards.

EDUCATION/EXPERIENCE

• Records and Information Management or Office Assistant Certificate preferred
• One to two years’ experience with digital imaging scanners preferred
• Knowledge and experience with imaging, storing, arranging, indexing and classifying records is preferred
• Experience working within a First Nation Government/Community considered an asset
• Equivalent combination of education, training and experience may be considered

REQUIREMENTS

• Criminal Record Check with results acceptable to WFN
• Maintains a high level of confidentiality and uses discretion on all matters relating to the affairs of the Westbank First Nation.

JOB DUTIES/RESPONSIBILTIES

• Performs imaging and digitizing activities in support of the Records and Information Management (RIM) Program and project objectives
• Operates the scanning equipment to produce quality, readable imaged files efficiently and consistently by following established procedures and quality control measures
• Prepares and classifies documents for scanning
• Scans and indexes documents using the Electronic Document Management System
• Ensures data consistency by following established data entry practices and conventions
• Updates and maintains paper and electronic files to ensure integrity and accessibility of documents as well as routing and distributing documents
• Analyzes, processes and distributes incoming and outgoing mail and originals that need to be retained
• Operates with competency the operation and routine maintenance of the scanners and associated equipment
• Performs routine tasks in order required and pays attention to detail and accuracy
• Identifies conflicting task instructions and notifies supervisor
• Analyzes and determines where a new automated workflow or revised business process would benefit a WFN employee or department
• Support the SRIM to develop, configure, and maintain automated workflows or business processes supported by the RIM department
• Supports all staff in learning to use the Electronic Document Management System by demonstrating proficiency in using the system, providing training, on call assistance and responding to questions from end users or redirecting to subject matter experts as appropriate
• Identifies, documents, and provides input to management related to business processes to improve the quality of the RIM program
• Provides advice and assists other departments in establishing and maintaining their records in a manner consistent with the centralized record system
• Applies written and oral instructions consistently
• Keeps records storage areas organized, clean and neat
• Demonstrates an excellent use of critical thinking and judgement while adhering to the Affiliation of Office and Confidentiality in accordance with section 4.3 of the WFN Personnel Policy, especially within the EDRMS. Also maintain effective communication and active listening, facilitate and provide optimal client services thereby reducing the possibility of misunderstandings and/or conflict where possible
• Performs all duties and responsibilities in accordance with Westbank First Nation policies, standards and procedures, and as directed by the Enterprise Content Manager

KNOWLEDGE/SKILLS/ABILITIES

• Friendly, personable, and professional
• Requires strong computer skills including working knowledge of desktop office software (Windows) and demonstrated competency in proofreading
• Ability to work quickly and efficiently as a team or independently
• Ability to extract information from documents
• Attention to detail and ability to apply written and oral instructions consistently
• Will be required to sit/stand for extended periods of time focusing on the task in front of them
• Must be able to lift standard record boxes (typically 35 to 50 lbs.) not to exceed government or labor requirements.

The median salary or this position is $54,336

Westbank First Nation offers a competitive and thoughtfully designed total rewards package that reflects our commitment to employee wellbeing and long‑term success. In addition to a competitive base salary, employees are eligible to participate in the Municipal Pension Plan, a defined benefit pension plan with a 9.31% employer contribution following the eligibility period along with comprehensive extended health and dental coverage.

Our unique and generous flexible time‑off provisions are designed to promote work‑life‑family balance and overall wellness. At WFN, we also prioritize continuous growth and leadership development by investing in meaningful education and professional development opportunities that support both individual advancement and organizational excellence.

To learn more about Westbank First Nation please visit our website at https://www.wfn.ca.

This opportunity will close at midnight on Sunday, October 4, 2026

While we recognize the value of diversity in the workplace and welcome applications from people of all backgrounds, preference will be provided to qualified WFN Members & Indigenous applicants.