Records & Information Management Assistant (4-month term position)

ASC; Calgary; On-site; CAD 38,000 - 48,000; Full time

Job summary

The Alberta Securities Commission (ASC) invites applications for a Records and Information Management (RIM) support role in Calgary. The successful candidate will digitize records, enter data into eDOCS and Microsoft Dynamics 365, and support user requests.

This position emphasizes accuracy, organization, and customer service as you collaborate with the IT and RIM teams to maintain compliant records and assist with orientations, label creation, and meeting minutes.

Qualifications

• High school diploma with 2+ years of admin/records experience.
• Post-secondary certificate in Administration, library sciences, or records management is an asset.
• Working knowledge of Microsoft Office including Outlook, Word and Excel.
• Strong organization, problem solving, communication and customer service skills.
• Ability to work with high accuracy and attention to detail.

Responsibilities

• Digitizing physical records by scanning and importing with proper classification and QC.
• Entering data and maintaining ASC databases (eDOCS and MS Dynamics 365).
• Assisting users with records requests and troubleshooting record-related issues.
• Monitoring internal and external email inboxes.
• Assisting with admin duties for RIM orientations, label creation, and taking minutes.

Skills

Microsoft Office

Organizational skills

Attention to detail

Communication skills

Customer service

Education

High school diploma + 2 years admin/records experience

Post-secondary certificate in Administration / Library / Records management

Tools

eDOCS

Microsoft Dynamics 365

Job description

Our organization

The Alberta Securities Commission (ASC) is the industry-funded regulator responsible for administering the province's securities laws. It is entrusted with fostering a fair and efficient capital market in Alberta and with protecting investors. As a member of the Canadian Securities Administrators (CSA), the ASC works to improve, coordinate and harmonize the regulation of Canada's capital markets.

The Information Technology (IT) team is responsible for making sure that the ASC has the appropriate resources necessary to ensure the consistent, reliable and secure delivery of services, and understanding and anticipating the organization’s unique technology requirements.

The opportunity

This position will appeal to an individual who enjoys working with the Records and Information Management (RIM) team, organizing electronic records and files within established frameworks. Candidates should be comfortable working both independently as well as in a team environment where multi-tasking and dealing with multiple internal customers is a daily requirement.

Key responsibilities include

• Digitizing physical (paper) records by scanning and importing the records, ensuring proper classification and quality control.
• Entering data and maintaining ASC databases (eDOCS documents management and Microsoft Dynamics 365).
• Assisting users with records requests; troubleshooting record-related issues.
• Monitoring internal and external email inboxes.
• Completing other duties as required by the RIM team such as assisting with the administrative duties for RIM orientations, managing the label creation process, and taking minutes during RIM meetings.

The ideal candidate will possess

• A high school diploma with a minimum of 2 years of administrative, clerical, records, or office support experience.
• A post-secondary certificate or diploma in Administration, library sciences, records management, or a related field would be considered an asset.
• A working knowledge of Microsoft Office including navigating Outlook and creating and editing basic Word documents and Excel spreadsheets.
• Exceptional organization skills with a desire to contribute to team goals.
• A good understanding of records and information practices and processes.
• Excellent problem solving, communication, and customer service skills.
• The ability to work with high accuracy with special attention to detail.

The ASC is an equal opportunity employer and encourages applications from all qualified individuals. We celebrate diversity and are committed to providing an inclusive work environment where every employee feels valued and respected.

This position will work out of the ASC office located in Calgary, Alberta. You will be contacted if you are selected for an interview.