Job Description

Position Title:

Records & Data Management Assistant (Contract)

Reports To:

HR & Board Administrator

Contract Term:

Six (6) months minimum, with the possibility of extension

Employment Type:

Temporary, Full-Time

Job Summary

The Records & Data Management Assistant will support DARTS' initiative to modernize and consolidate employee and administrative records. This role involves scanning paper files into secure digital formats, accurately entering and maintaining data in electronic systems, and organizing records to ensure compliance, accuracy, and ease of access. Primary focus will be on consolidating and digitizing employee files, including discipline history, HR documents, WSIB paperwork, vacation requests, and leave of absence forms.

Responsibilities

Scan, digitize, and electronically file employee records, including discipline documentation, HR files, WSIB claims, vacation requests, and leave of absence paperwork.

Ensure records are properly archived, consolidated, and stored in accordance with DARTS' policies and confidentiality standards.

Perform accurate data entry into spreadsheets, databases, or HR tracking systems to maintain up-to-date employee records.

Organize and label digital records systematically for quick retrieval and reporting.

Identify and correct inconsistencies, missing information, or errors in existing records.

Always maintain confidentiality of sensitive employee information.

Support process improvements to ensure efficiency and accuracy in digital recordkeeping.

Perform other related duties as required to support the HR and Quality Assurance teams.

Job Specifications

Qualifications & Skills

Proven experience with data entry, digital filing, or administrative support. Strong computer proficiency, including scanning software, Microsoft Office Suite (Excel, Word), and file management systems. High attention to detail with excellent organizational skills. Ability to type and enter data quickly and accurately. Strong ability to work independently and manage multiple tasks with minimal supervision. Effective information-gathering skills with problem-solving ability. Commitment to maintaining confidentiality and handling sensitive information with discretion.

Work Conditions

Office-based position at DARTS headquarters. Temporary full-time contract (6 months minimum), with possibility of extension depending on organizational needs and project progress.
Job Type: Full-time

Pay: $45,500.00 per year

Benefits:

Company events Dental care Disability insurance Employee assistance program Extended health care Life insurance On-site parking RRSP match Vision care Wellness program
Work Location: In person