Records Clerk (Clerk 2)

Nova Scotia; Halifax; Hybrid; CAD 43,000 - 47,000; Full time

Benefits offered by this job

Career Development

Engaging workplace

Countless Career Paths

Job summary

The Government of Nova Scotia’s Department of Opportunities and Social Development is seeking a Central Registry Clerk in Halifax for a permanent role. You will provide administrative and clerical records services, ensure accurate tracking, and support FileNet-based processes across Head Office and regional offices.

Key duties include managing file retrieval, disposition, scanning, indexing, and data entry while maintaining security and confidentiality.

Qualifications

• At least three years of related administrative, clerical, records, registry, filing, or information-management experience.
• Experience working with physical and electronic records management systems such as FileNet.
• Experience in applying records classification and retention schedules, such as STAR/STOR.
• Experience maintaining records inventories, databases, and spreadsheets using records management tracking tools.
• Proficiency using Microsoft Office Suite applications and other Records Management tools (MS Access, Excel, Word, Outlook, SharePoint, Adobe Acrobat).

Responsibilities

• Monitor the Central Registry shared email account and respond to routine records enquiries and service requests from Head Office and regional offices.
• Create new physical record folders and update record categories, metadata, descriptions, locations, status in FileNet or related tracking tools.
• Process file retrieval, search, charge-out, return, check-in, filing, and reactivation requests with accurate tracking at each stage.
• Conduct assigned records searches, prepare search reports, and retrieve records for FOIPOP, litigation, discovery, and other requests.
• Prepare records for off-site storage by assigning box numbers and updating databases and box lists.
• Assist with records disposition by identifying eligible files and preparing supporting documentation for review.
• Inventory physical records, enter folder descriptions, replace damaged folders, and maintain orderly storage areas.
• Scan and transcribe historical or fragile records, perform quality checks, and maintain security during digitization.
• Maintain routine access lists, program contacts, supply stocks, and other operational records for Central Registry services.
• Participate in cross-training, procedure updates, FileNet projects, and other initiatives.
• Provide backup support to other Records Clerks and perform related duties.

Skills

FileNet

Records management

MS Office

Data entry

Education

Bachelor's degree (equivalencies available)

Tools

Excel

Word

Outlook

SharePoint

MS Access

Adobe Acrobat

Job description

Department: Opportunities and Social Development

Location: HALIFAX

Type of Employment: Permanent

Union Status: NSGEU - NSPG

Closing Date: 08-Oct-26 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

At the Department of Opportunities and Social Development (OSD) , we are a large and diverse department providing a broad portfolio of programs and services including Child and Family Wellbeing (CFW), Employment Support Services(ESS), Income Assistance (IA), Homelessness and Supportive Housing, and Disability Support Program(DSP).

Through our services, we advocate and help vulnerable Nova Scotians be independent, self-reliant, and secure. We work collaboratively across the province with a strong dedicated network of supports and staff, to achieve desired and shared outcomes for all.

About Our Opportunity

The Central Registry Clerk provides administrative and clerical records services that support the Department’s Central Registry daily operations under the direction of the Records Analyst 2. The role helps maintain integrity, accessibility, security, and accurate tracking of physical and electronic records while delivering responsive service to departmental clients.

Working within established legislation, policies, procedures, and records schedules, the Clerk creates, retrieves, returns, files, inventories, scans, and tracks records; supports storage, reactivation, disposition, litigation and information-access searches; and contributes operational knowledge and supports records digitization projects and FileNet initiatives.

Primary Accountabilities

• Monitor the Central Registry shared email account and respond to routine records enquiries and service requests from Head Office and regional offices.
• Create new physical record folders and update record categories, metadata, descriptions, locations, status, and other authorized information in FileNet or related tracking tools.
• Process file retrieval, search, charge-out, return, check-in, filing, and reactivation requests, maintaining accurate tracking information at each stage.
• Conduct assigned records searches, prepare search reports, and retrieve records in support of FOIPOP, litigation, discovery, Adoption Disclosure, and other authorized business requests.
• Prepare records for off-site storage by assigning box numbers, reviewing inventory information, supporting transmittal documentation, and updating databases and box lists.
• Assist with records disposition activities by identifying eligible files, pulling records, checking inventories, and preparing supporting administrative documentation for Records Analyst review.
• Inventory physical records, enter folder descriptions, replace damaged folders, complete shelf checks, reorganize files, and help maintain orderly and accessible storage areas.
• Scan and transcribe historical, fragile, or requested records; perform quality checks; apply approved naming practices; and maintain security during digitization work.
• Maintain routine access lists, program contacts, supply stocks, and other operational records used to deliver Central Registry services.
• Participate in cross-training, procedure updates, FileNet or electronic records management projects, and other assigned Central Registry initiatives.
• Provide backup support to other Records Clerks and perform related duties as assigned.

Qualifications and Experience

To be successful in this role, the applicant will have at least three years of related administrative, clerical, records, registry, filing, or information-management experience. An equivalent combination of education, training, and experience may be considered.

You also have:

• Experience working with physical and electronic records management systems such as FileNet.
• Experience in applying records classification and retention schedules, such as STAR/STOR.
• Experience maintaining records inventories, databases, and spreadsheets using records management tracking tools.
• Experience using office scanning equipment.
• Proficiency using Microsoft Office Suite applications and other Records Management tools, such as MS Access, Excel, Word, Outlook, SharePoint; and Adobe Acrobat.
• Strong attention to detail and the ability to enter, verify, organize, and retrieve information accurately using records management principles and best practices.
• Knowledge of records management principles and of records management lifecycles.
• Good judgement and understanding of the need to protect confidential, sensitive, and historical information.
• Exceptional customer service and communication skills for supporting staff across Head Office and regional locations.
• Organizational and time-management skills, including the ability to manage frequent interruptions and changing priorities.
• The ability to follow legislation, policies, schedules, procedures, and established work processes while identifying discrepancies for supervisor review.
• The ability to work independently and collaboratively in a team environment.
• The ability to regularly work with boxes weighing 40-45 pounds.

Assets include:

• Familiarity with the Government Records Act, FOIPOP Act, Public Archives Act, or related privacy and information-management requirements.
• Applying records digitization workflows.
• Experience performing records searches, records storage transfers, reactivations, dispositions, litigation holds and discovery support.
• Experience handling historical, archival, fragile, personal, confidential, or sensitive records.

We will assess the above qualifications and competencies using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.

Equivalency

We recognize equivalent combinations of training, education, and experience, providing opportunities for individuals with diverse backgrounds to contribute their skills and expertise. Equivalencies include, but are not limited to:

• Completion of a related 2-year diploma and 1 year of related experience
• Completion of a related 1-year diploma and 2 years of related experience
• Completion of a related Bachelor's degree

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Based on the employment status and union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as a Defined Benefit Pension Plan , Health, Dental, Life Insurance, General illness, Short and Long Term Disability, Vacation and Employee and Family Assistance Programs. For information on all our Benefit program offerings, click here: Benefits for government employees .

Working Conditions

• Normal work week is 35 hours/week, 7 hours/day.
• Work is primarily in the Central Registry.
• Ability to review documents or files for hours is required.
• Must be able to lift and carry boxes weighing up to 40-45 pounds and climb step ladders.
• Requires working in file rooms with records that may be dusty.
• Occasional travel to regional offices or off-site storage as required, as such a Driver’s license is an asset.

What We Offer

• Career Development where you have access to career guidance, tools, resources, and ongoing training for every stage of your career.
• Engaging workplace. Our Employees feel valued, respected, connected, and tuned in. We have forward-thinking policies and strategies.
• Countless Career Paths.

Pay Grade: CL 13

Salary Range: $1,647.65- $1,793.47Bi-Weekly

Employment Equity Statement: Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we serve. The Government of Nova Scotia has an Employment Equity Policy, and we welcome applications from Indigenous People, African Nova Scotians, Persons of African Descent, Racialized Persons, Persons with Disabilities, 2SLGBTQIA+ Persons and Women in occupations or positions where they are under-represented. If you are a member of one of these equity groups, you are encouraged to self-identify on your electronic application.

Accommodation Statement: We are committed to providing an inclusive and accessible recruitment process. Candidates may request accommodations based on any grounds protected by the Human Rights Act.If you require an accommodation throughout the recruitment process, please contact us at [e-mail].

This is a bargaining unit position initially restricted to current civil service employees represented by the Nova Scotia Government Employees Union (NSGEU). If applying from outside a government office, employees must apply correctly via this link:

Failure to apply correctly means that your application will not be given first consideration as a bargaining unit applicant, and will only be included if external applications are pursued.

External applicants and current casual employees will only be considered if there are no qualified civil service bargaining unit candidates.PLEASE NOTE: Candidates will not be considered for an interview if applications are incomplete or are missing information.

If you are receiving a pension from the Nova Scotia Public Service Superannuation Plan (PSSP) or any related plans, you cannot receive pension payments while contributing to the same plan. If you accept a position that requires PSSP contributions, your pension payments must be stopped. Please contact the Nova Scotia Pension Services Corporation for more information.

Offer of employment is conditional upon the completion of all applicable background checks and confirmation of credentials, the results of which must be satisfactory to the employer. We thank all applicants for the interest, however, only those selected for an interview will be contacted. All questions and concernsmay be directed [e-mail].