Records Analyst 2

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 Department of Opportunities and Social Development (OSD) is hiring for a Records Analyst to lead the operational functions of our Central Registry and drive digital transformation initiatives. This role is responsible for ensuring the integrity, accessibility, and security of departmental records, supporting compliance with provincial legislation, and preserving the organisational memory of OSD.

OSD has a well-established records and information management (RIM) program that includes physical and digital registries. The Records Analyst is responsible for the planning, daily operational oversight, and advancement of the records and information management (RIM) . You will manage large-scale digitisation projects and play a key part in modernising our records management systems.

If you are passionate about innovation, operational excellence, and if you’re passionate about thinking beyond traditional boundaries, embrace innovation, and enjoy identifying new or improved procedures, equipment, and technologies, then this would be a good opportunity for you to make a meaningful impact. 

Primary Accountabilities

You will ensure that OSD’s RIM program is managed in accordance with relevant legislations, policy, and standards, including STAR/STOR retention schedules. Your responsibilities will include:

• Implementing and managing a comprehensive records and information management program for OSD and the Central Registry.
• Developing, reviewing, and updating STOR records retention schedules to reflect departmental functions, organisational changes, and records management requirements.
• Applying STAR and STOR records classification and retention schedules to departmental records.
• Supervising Central Registry operations, including two staff.
• Planning, testing, and implementing the move to updated FileNet EMR system.
• Configuring and Implementing records management applications for the management of paper and electronic records.
• Developing and applying RIM policies, standards, processes, and best practices.
• Analysing and developing solutions for records management issues, including identifying areas for process improvement.
• Managing large scale historical records search and retrieval of litigation holds and discovery
• Representing the department on RIM-related committees.
• Monitoring trends and advancements in RIM.
• Providing advice and training to staff respecting records and information management.

Qualifications and Experience

Bachelor’s degree in a related field (e.g., records management, archives management, information management, library science) and at least two years of relevant experience; an equivalent combination of education and experience may be considered.

• Comprehensive working knowledge of records management concepts, principles, and practices.
• Experience developing and applying STAR/STOR records classification or similar systems.
• Familiarity with relevant Nova Scotia legislation (Government Records Act, Public Archives Act, Freedom of Information and Protection of Privacy Act).
• Proficiency with specialized records and information management systems – IBM FileNet, Access Database and Microsoft Office Suite.
• Demonstrated experience in managing large-scale historical records searches and overseeing the retrieval of litigation holds and discovery materials.
• Experience leading projects and supervising staff.
• Ability to work well independently and as part of a team.
• Strong relationship and communication skills to engage with various internal and external stakeholders, including clients in regional offices, corporate service providers, and RIM vendors.
• Experience writing RIM policies, procedures, guidelines and/or best practices.
• Experience providing advice and delivering training to staff at different organizational levels.
• Exceptional attention to detail, analytical skills
• Organizational and time management skills, including the capacity to work under the pressure of deadlines and multiple competing priorities.

The following would be considered an asset:

• Experience with InMagic DB/TextWorks records software
• Additional relevant education (i.e., masters) and/or training or certification in records management or electronic records management

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

This is an excellent career opportunity for many. 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:

• 4 years of related work experience without a bachelor's degree

• 2-year diploma in a related field combined with 2 years of related work 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

• 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