Job Description

The Department of Education and Early Years is committed to Equity, Diversity, Inclusion and Accessibility. Our goal is to build a public sector workforce that reflects the diverse communities we serve and to promote welcoming, diverse, inclusive, respectful workplaces that are accessible to all. We welcome all interested individuals including Indigenous People, persons with disabilities, Black, racialized, ethnic and culturally diverse groups, as well as people regardless of their sexual orientation, gender identities, and gender expressions. Those looking for more information are invited to visit our Equity, Diversity, and Inclusion Policy.


Reporting to the Records Analyst under the management of the Provincial Records and Information Management (RIM) Officer, this position provides advice, training and assistance to all levels of departmental staff to manage their recorded information in all formats, in accordance with relevant legislation (Archives and Records Act). This includes the planning, promotion, administration and maintenance of a departmental records and information management program, as well as ensuring that relevant procedures, standards and guidelines are followed.

Duties will include but are not limited to:

Coordinates and enhances the RIM program for the department; Ensures adherence to the government-wide legislative and policy requirements for RIM set out in the Archives and Records Act and the Treasury Board Policy and Procedures Manual*;
Develops and maintains a written departmental policy and procedures document relating to all aspects of the department's records management practices for approval by the department's management team; Under the guidance of the Records Analyst, conducts and analyses records inventories for divisions or sections of the department; Trains and leads staff on the handling and conversion of records which involves classifying, indexing, coding, cross-referencing, re-foldering and re-labelling; With the support of the Records Analyst, researches and monitors federal and/or provincial legislation, regulations, policies and standards related to records and information management that have direct bearing on the operational and administrative requirements of the department; Develops schedules and operational procedures for the retention and disposition of records; Liaises with other departments and jurisdictions to identify and compare recommended retention periods; Recommends retention and disposition schedules for approval by the Public Records Committee; Under the guidance of the Records Analyst, analyses, classifies, codes, sorts, shelves and purges records; and Other duties as required.

Minimum Qualifications:

Applicants must have a university degree in a related area or a diploma in a related area with extensive related experience. Preference will be given to applicants who have experience in the information/records management or archives fields. Applicants must have recognized records management training and/or willingness to complete a correspondence certificate course (approximately one-year duration). Demonstrated equivalencies will be considered. Must have strong computer skills (word processing, spreadsheets, databases, etc.). Must be organized and be able to work independently, adapting to new situations using skills in analysis, problem solving, negotiation, conflict resolution. Ability to understand new and existing legislation and suggest appropriate means of action with regard to records management. (e.g. the Archives and Records Act and Freedom of Information and Protection of Privacy Act*).
Possess strong interpersonal and presentation skills in order to communicate effectively to a variety of audiences with varying levels of background, knowledge and education. Must have access to reliable transportation, an acceptable driving record, and be willing to visit regional facilities to assess and support the initiation and on-going maintenance of the department's records management process. Ability to lift boxes weighing up to 50 pounds. The successful applicant must provide a satisfactory Criminal Records Check prior to commencing employment.

Preference will be given to UPSE Civil Employees as per the UPSE Civil Collective Agreement.

Please Note: Please ensure the application clearly demonstrates how you meet the noted qualifications as applicants will be screened based on the information provided. We would like to thank all applicants for their interest; however, only those who are selected for an interview will be contacted.

Where possible, submitting an electronic resume or job application is preferred. Otherwise, please return forms to PEI Public Service Commission, P.O. Box 2000, Charlottetown, Prince Edward Island, C1A 7N8. Applications may be sent by fax to (902) 368-4383.

IT IS THE RESPONSIBILITY OF THE APPLICANT TO CONFIRM RECEIPT OF THE APPLICATION, BY TELEPHONE OR IN PERSON PRIOR TO THE CLOSING DATE.

Please ensure that the appropriate Posting ID number is stated on all application forms. You can apply online or obtain an application form by visiting our web site at

www.jobspei.ca

. Forms may also be obtained by contacting any PEI Government office, ACCESS PEI Centre, Regional Services Centre, or by telephone (902) 368-4080.

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