Records Clerk (Clerk 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 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. 

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.