Records Clerk (Clerk 3)

About Us

Nova Scotia is rich in natural resources – including biodiversity, forests, geological resources, provincial parks, and the land we manage. The Department of Natural Resources and Renewables is responsible for the development, management, conservation and protection of forest, mineral, parks and wildlife resources and the administration of the province's Crown land. Together we are working with Nova Scotians to build a better future through sustainable natural resource management as we all benefit from the natural health and wealth of the province.

https://novascotia.ca/natr/

About Our Opportunity

As the Records Clerk you will be responsible for delivering a full range of complex, specialized and technical records and information management services to the Department of Natural Resources and Renewables (NRR), Halifax head offices, as well as twenty-five (25) regional offices.

In this role you will report to the Supervisor of Central Records.

Primary Accountabilities

Some of the primary accountabilities of the role include:

• Daily monitoring of the NRR Central Records (CR) outlook “General Inquiries” email address and responding to any staff questions, requests, concerns. 
• Creating, maintaining, and tracking files throughout the life cycle as per STAR and STOR policy documents for classification, retention, and disposition. This includes data entry into the various electronic databases, printing labels and creating the hard copy physical file folder.
• Providing front line assistance to staff across the 27 NRR offices, delivering expert advice on the department’s records and information management programs, policies, procedures, and processes.
• Preparing and ensuring the accuracy of disposition paperwork and maintaining lists of records in off site storage or at the Provincial Archives; includes formatting, printing, copying, and completing inventory lists, transmittal, and disposition forms, packing records boxes.
• Developing and maintaining the collection and reporting of Records and Information Management (RIM) Services statistical reporting data through daily database entries.
• Understanding user interfaces of electronic records management system (ERMS), such as FileNet IER and Microsoft Access, while providing front line support. Helping resolve user issues and knowing when to escalate problems to the Records Analysts.

Qualifications and Experience

This may be the right opportunity for you if you have a high school education along with 4 years of related experience; an equivalent combination of training and experience may be considered. 

As the ideal candidate you possess a sound knowledge of records management systems along with experience using FileNet, Microsoft Access or other ERMS systems. 

You possess exceptional communication, customer service and interpersonal skills with the ability to communicate in a clear and concise manner and work cooperatively with diverse individuals or teams. You must be proficient in data entry and have strong computer and database skills, including familiarity in the Microsoft office suite.

You must demonstrate high attention to detail and accuracy and have strong organizational abilities with the capacity to work under the pressure of deadlines while managing and meeting multiple competing priorities. You are a self-starter, take initiative and exercise sound judgement in matters involving confidential and sensitive information. 

The ability to lift and move heavy boxes of files (up to 23kg) is required.

While not required, it is considered an asset if you have:

• Experience working with STAR/STOR or similar records management classification and retention systems;
• Knowledge of relevant legislation (e.g. Government Records Act, FIOPOP Act, Public Archives Act);
• Knowledge and experience working with corporate records and information management programs, policies, and procedures.
• A valid drivers license.

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

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

Occasional travel within the province.

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
• Department specific flexible working schedules