Records Analyst 1

About Us

A successful records and information management (RIM) program protects and preserves information and records needed by the Minister, and departmental staff, to make informed decisions, thereby ensuring that the department serves the citizens of Nova Scotia in a transparent and accountable manner.  At the Department of Public Works, a small group of dedicated information professionals have created a collaborative and supportive team dedicated to supporting this goal.

The team works to provide guidance and advice to the department’s divisional and district office staff as they manage records related to provincial building Infrastructure projects and the construction and maintenance of Nova Scotia’s 23,000 kilometers of roads and highways and 4,100 bridges.

About Our Opportunity

As a Records Analyst 1, reporting to the Records Analyst 2, you analyze and verify information from a variety of sources to ensure departmental records are complete, accurate, accessible, and secured against unauthorized access or disposal.  Liaising regularly with departmental staff, delivering training, and supporting the day-to-day operations of the Central Registry are also key responsibilities.

Primary Accountabilities

The expertise you provide begins with your strong foundation in records management theory and requires rigorous attention to detail as you carry out your responsibilities.  These include:

• Implementing and maintaining the standard classification and retention schedule for both administrative records (STAR) and operational records (STOR)
• Oversight of record disposals - undertaken at Head Office and by departmental area offices
• Maintaining the records management database to ensure a comprehensive inventory of all departmental records
• Consulting with departmental employees about classification and titling and recommending the establishment of new primaries, case files or subject files as necessary
• Responding to information inquiries and ensuring that departmental record procedures are followed
• Modifying and delivering departmental records management training

Qualifications and Experience

Bachelor’s degree in a related field is required; or a diploma in records management, information management or library science and two (2) years of directly related work experience; or an equivalent combination of training and experience may be acceptable.

Must have excellent overall computer literacy.  A working knowledge of STAR/STOR, legacy classification systems, and records retention schedules, and a thorough familiarity with the Government Records Act, Public Archives Act, and the Freedom of Information and Protection of Privacy Act, is required.

Strong client service orientation is required. Must have ability to work under minimal supervision as well as maintain strict confidentiality and be tactful in dealing with all clients. The ideal candidate will have excellent organizational skills, and the ability to communicate effectively both verbally and in writing.

Travel throughout the province to the district offices may be required; therefore, candidates will need a valid driver's license.

Completion of the Provincial Government Records Management courses and any other training in Records and Information Management would be considered an asset. Knowledge of Government's records management policies and procedures is considered an asset. Further assets to be considered include experience in oral presentations and training groups of people.

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

An equivalent combination of education and experience may be considered; examples of equivalencies include:

• 4 years of related experience.

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

Benefits

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

Work within an office environment. The job functions are generally performed in an air-conditioned workstation with ample lighting and equipment. Frequent interruptions while concentrating on database or other computer work may occur. Mild exposure to dust while working with paper documents in storage boxes. Ability to review documents or files for hours is required.

On occasion, will be required to undertake work for short periods in an offsite; storage location which is not air conditioned, has limited heating, and no washroom facilities.

May have to lift or move records boxes weighing up to 45 pounds. 

Occasional travel to regional/field offices as required.

Additional Information

This is a Term employment opportunity with anticipated end date of December 31, 2025.  The appointment status Term is dependent on the start date of the successful candidate.

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