Job Description

The Position
Under the general supervision of the Implementation and Compliance Manager, the Records Analyst provides support to the Rights and Title Department in maintaining multiple databases and filing duties, intaking new files, daily filing of all departmental records, and responding to queries to retrieve information will be among the responsibilities in this role, in addition to leading records-related projects for the department.
The Candidate:

• Manage the document management system, including staff training, creation of supplementary materials, and continuous system improvement.
• Lead quality control for the system, including reviewing and analyzing documents produced by the department daily for appropriate descriptive metadata and file in electronic and physical record-keeping systems.
• Evaluate, create and update workflows and standard operating procedures that improve team efficiency and maintain policy records, in coordination with the Department Manager.
• Assist with developing and maintaining an ongoing quality management system for the Nation's policies.
• Monitor correspondence and manage intake of new files for assignment to appropriate staff members daily, ensuring that Implementation Coordinators have a balanced workload.
• Communicate with proponents to direct initial engagement with the department.
• On at least a bi-annual basis, review staff file assignments with the Department Manager for alignment with work portfolios, strategic priorities, and workload distribution.
• Perform records search queries and provide general records support to staff and management in an efficient manner and often with tight deadlines.
• Lead ongoing records-related projects for the department, such as correction of historical files and reorganization of physical records. Advise on the management of the physical integrity of the Rights & Title File Room.
• Design and manage File Room improvements to maintain optimal file storage conditions.
• Respect and maintain the confidentiality of the information in the document management system.
• Drafts internal reports and recommendations to leadership on a project-by-project basis.
• Perform other duties within the scope of the position.

• Post-secondary education, to at least a bachelor's level, preferably in records management, archival studies, office administration, information governance, or Indigenous information systems.
• 3-4 years of experience in an administrative role, preferably as a Records Technician or equivalent.
• Highly skilled with Microsoft Office (Word, Excel, PowerPoint) and office equipment, i.e. photocopier, scanner, etc.
• Excellent attention to detail and ability to implement alphanumeric file numbering and naming conventions with speed and accuracy.
• Ability to evaluate filing and data management systems while also making recommendations for improvement.
• Ability to be extremely adaptable to the ever-changing priorities of the department.
• Strong analytical and communication skills, including the ability to write clear and accurate reports; previous experience with technical/peer-reviewed scientific writing/editing preferred.
• Familiarity with electronic records management systems (e.g., OpenText, Oracle, SharePoint) and databases is considered an asset. Experience working within a First Nations environment is considered an asset.
• Excellent organizational skills. Ability to manage multiple tasks and to respond to changing priorities
• An acceptable Criminal Record Check is required.