Job Description

What You Can Expect

As the Administrative and Information Specialist, you'll play a pivotal role in a large-scale records digitization project - scanning and organizing a high volume of cemetery files to ensure every document is captured with precision and stored for easy access. This full-time opportunity runs until Spring 2026 and is well suited to someone who thrives in detail-oriented, structured work and takes pride in keeping complex projects on track. Your efforts will not only streamline operations and modernize records management but also leave a lasting impact by helping transition critical information from paper to a secure digital system.

What You'll Do

Records and Information Management

Organize physical and digital files using classification schemes, retention schedules, and frameworks to facilitate efficient retrieval and compliance. Scan, preserve, and retrieve records as needed, ensuring adherence to digital preservation standards and information governance principles. Enter, validate, and query data in databases to ensure record accuracy, leveraging database management skills to maintain structured information repositories. Maintain and update outstanding records when payments arrive by mail or courier, cross-referencing transactions against financial and operational records. Complete scanning projects related to licensing and operational files, implementing best practices in digitization, optical character recognition (OCR), and metadata tagging. Apply knowledge of records retention and disposition schedules to manage the lifecycle of documents, ensuring compliance with industry regulations and policies. Utilize Microsoft Office Suite to create structured data sets, perform data validation, and generate reports to support decision-making. Work independently with strong attention to detail, following instructions precisely while identifying opportunities for process improvement and efficiency. Assist with document indexing and cataloging, using taxonomy structures and keyword tagging to enhance document search and discovery.

Scanning and Document Management

Receive, process, and log a high volume of incoming mail, courier packages, and deliveries, maintaining accurate records of all transactions. Scan and electronically file documents with precision, ensuring high-quality image capture, proper resolution, and format compatibility for long-term digital preservation. Ensure scanned documents are legible and accurately classified within digital archives, applying metadata standards and controlled vocabularies for enhanced searchability. Follow established naming conventions and filing protocols, contributing to a well-structured and easily navigable digital repository. Utilize cloud-based databases and content management systems to track document lifecycles, ensuring accessibility, security, and compliance with data retention policies. Maintain confidentiality and handle sensitive information with discretion, adhering to best practices in data protection and privacy regulations. Track document retrieval, scanning, and disposal activities to ensure compliance with records management policies and retention schedules. Scan and upload various forms, financial documents, and statements, verifying document accuracy and completeness before processing. Assign records for mail-uploaded workloads, ensuring proper documentation tracking and alignment with institutional records management strategies. Process and mail hard copy forms upon request, maintaining
accurate distribution logs for auditing purposes.

Office Administration

Maintain and organize office supply room and kitchen, ensuring adequate stock levels to support daily operations and team efficiency. Address office-related malfunctions and respond promptly to requests and issues to ensure a smooth and productive work environment. Conduct outbound calls to provide accurate and clear information to stakeholders, applying strong verbal communication and customer service skills. Accurately enter and maintain data within organizational databases, ensuring data integrity, proper indexing, and metadata consistency. Process outgoing mail with attention to detail, verifying recipient information and ensuring adherence to postal regulations and procedures. Coordinate courier services for outgoing packages, tracking deliveries and maintaining detailed records of transactions. Provide receptionist support, including covering vacations and breaks for the Office Manager, demonstrating professionalism and efficiency in handling inquiries. Manage front desk operations, receiving and distributing deliveries, maintaining security protocols, and assisting visitors as needed.

What You Bring to the Role

Degree or coursework in Library and Information Science, Archival Studies, Records Management, or a related field is highly desirable. Exceptional verbal and written communication skills, with the ability to present complex information clearly and persuasively. Proficiency in Microsoft Office Suite, particularly Excel, with experience in data organization, spreadsheet management, and reporting. Experience with document and case management systems, digital asset management software, or enterprise content management platforms. Knowledge of digital preservation principles, file formats, and long-term access strategies for electronic records. Strong organizational and time management skills, with the ability to prioritize tasks in a high-volume, deadline-driven environment. Excellent attention to detail and the ability to follow instructions accurately, ensuring high levels of accuracy and consistency. Ability to work independently and manage multiple tasks efficiently, demonstrating initiative and proactive problem-solving skills. High level of discretion when handling confidential and sensitive information, adhering to ethical and legal standards in data protection.

About the BAO

The Bereavement Authority of Ontario (BAO) is a government delegated authority and not-for-profit corporation administering provisions of the Funeral, Burial and Cremation Services Act, 2002 (FBCSA). Accountable to the Minister of Public and Business Service Delivery and Procurement and the government, the BAO is responsible for the protection of the public interest. The BAO regulates, ensures compliance with the law, provides resources and services to licensed:


Funeral establishment operators, directors and preplanners; Cemetery, crematorium and alternative disposition operators; Transfer service operators; and Bereavement sector sales representatives across Ontario.




The BAO is wholly funded by licensee fees (not tax dollars).

The BAO offers a casual work environment, flexible work hours, and a competitive compensation and benefits package. The BAO is an equal opportunity employer and committed to fostering an accessible and inclusive environment for employees and licensees. If you require any accommodation for the recruitment/interview process (including alternate formats of materials, or accessible meeting rooms or other accommodation), please let our HR department know and we will work with you to meet your needs.