Records Clerk

Position Summary

Seabird Island is committed to the preservation and management of information. We are dedicated to creating a culturally safe and inclusive environment that respects and values Indigenous knowledge, traditions, and ways of being. We are seeking a Records Clerk to join our team, working collaboratively to enhance the accuracy, accessibility, and confidentiality of organizational records in support of departments and community services.

Under the direction of the Records Team Lead, the Records Clerk provides records management services to staff and departments across the organization. This role involves maintaining and organizing both physical and digital records, ensuring compliance with regulatory requirements and internal Information Management (IM) policies, as well as facilitating timely and efficient retrieval of information. The Records Clerk will also engage in community relations activities by supporting staff in accessing information in a respectful and secure manner.

What you'll do

• Assist in the development and management of a comprehensive records management program that aligns with organizational goals and regulatory requirements.
• Ensure the classification, retention, and destruction of records are conducted in accordance with legal and regulatory standards.
• Collaborate with cross-functional teams to create and enforce policies for effective records management practices.
• Utilize records management software to maintain an organized digital filing system and facilitate easy retrieval of information.
• Assist with related records and information management inquiries and issues.
• Identify and provide input to Records management about ways to improve business processes and therefore improve the Records program as well.
• Classify and process information according to Records procedures so that related information assets are linked, retrievable and meet organizational requirements.
• Process information assets by applying classification and taxonomy schemes using established Records Management controls and processes.
• Identify duplicate information assets across media by reviewing workflow, current practices and information asset content.
• Appraise and analyze recorded information for retention purposes, as directed.
• Assist with audits of information assets for internal Records compliance.
• Maintain accurate circulation and charge-out system.
• Follow up with users on information assets charged out.
• Oversee the monthly secure document destruction schedule and service.
• Accumulate statistical data and prepare reports.
• Provide support to departments and program areas implementing, managing, and maintaining a decentralized filing system.
• Additional responsibilities as needed to support the community and uphold our shared values.

What you bring

• High School Diploma or GED supplemented by a minimum of 2 years with courses in records and information management, plus sound related experience, or an equivalent combination of training and experience.
• Excellent organizational and customer service skills.
• Ability to work well under pressure.
• Ability to multi-task, set priorities and problem-solve.
• Attention to detail is critical.
• Team player and work independently.
• Ability to maintain the strictest confidence.
• Member of ARMA (Association of Records Managers and Administrators) membership would be a definite asset.

Working / Special Conditions

• Initial and ongoing employment is subject to submission of a clear Criminal Record Review Program Check to ensure the safety and trust of the communities we serve. This check will be conducted every five years.
• Initial and ongoing commitment to the values and guidelines of Sq'éwqel (Seabird Island Band), including our policies, procedures, standards of practice, and laws, is essential. This commitment supports our collective work, the community, and the responsibilities of this role.
• Must possess a valid class 5 driver's license and have access to safe and reliable transportation, insured for community-based use, to drive between facilities.

Preferred:

• Indigenous candidates are strongly encouraged to apply.
• Lived experience as a member of a First Nations community.
• Knowledge and understanding of Seabird Island’s culture, traditions, teachings, community dynamics.
• Ability to respond quickly and professionally to community or colleague needs and inquiries.
• Excellent writing, editing, and verbal communication skills.

Cultural Competency:

• Understanding of Indigenous cultures, traditions, and contemporary issues.
• Experience working within Indigenous communities and applying culturally safe practices.

Reports to: Records Team Lead

How to Apply

Interested candidates are invited to submit their resume and a cover letter outlining their qualifications and experience, particularly in relation to records. Please include references that can speak to your experience and skills.

Have a question about this position before you apply? Email careers@seabirdisland.ca.

Employment is conditional upon completing pre-employment screening to ensure a safe and secure work environment in which students, staff, members, families, community, as well as resources, and assets are protected. All background checks, reference checks and criminal record checks are performed in accordance with Seabird Island Human Resources Policy Manual, protecting the integrity and confidentiality of information gathered during the evaluation.

Pre-employment screening

Seabird Island is an equal opportunity employer and is committed to creating a diverse and inclusive workplace. We are committed to fostering diversity, equity, and inclusion. We recognize and value the unique perspectives, experiences, and contributions that Indigenous people bring to our team. We actively encourage applications from Indigenous people. Pursuant to S. 41 of the BC Human Rights Code, preference may be given to applicants of First Nations, Métis, or Inuit heritage. We are interested in every qualified candidate who is eligible to work in Canada; however, we are not able to sponsor visas.

We thank you for your interest. Only those selected for an interview will be contacted.