22 Oct
BC First Nations Justice Council
West Kelowna
Job details
Here’s how the job details align with your profile.
Pay
- $50,000–$65,000 a year
Job type
- Full-time
Location
West Kelowna, BC
Benefits
Pulled from the full job description
- Dental care
- Paid vacation
- RRSP match
Full job description
About BCFNJC:
Empowered by the First Nations Leadership Council and in partnership with the provincial and federal governments, the BC First Nations Justice Council (BCFNJC) is responsible to 204 First Nations in BC. Our mandate is to reduce the overrepresentation of First Nations Métis and Inuit people in the criminal justice system and the child protection system, and to support Nations as they move to sovereignty over justice.
The BCFNJC is growing rapidly.
Indigenous people in BC deserve world-class legal services and programs. To this end, we are seeking team members who share our vision, understand the gravity of the work, are excited by the opportunity and will not stop until we reach our goal. We take our mandate seriously but also strive for a balanced, caring work environment that is respectful and supportive.
Position Summary:
The Records Coordinator is responsible for supporting the BCFNJC records and information (RIM) management program for both core mission and administrative records, regardless of medium or format in compliance with legislated requirements and industry best practices.
The Records Coordinator implements BCFNJC policy and guidance for record-keeping in accordance with appropriate professional records/information management standards. The position will have a focus on First Nations data sovereignty and decolonizing the work of Information Management. The ideal candidate will be a collaborative team-player.
In collaboration with BCFNJC personnel, the Records Coordinator works with staff to help develop and promote best practices in our transactional processes and in the adoption and use of appropriate tools and technology as they relate to records and information.
RESPONSIBILITIES:
- Providing information lifecycle management, expertise, and support to ensure corporate information is available, accessible, reliable, and securely
- disposed of in a timely and cost-effective manner.
- Providing guidance on good information management practices for paper, electronic, and hybrid environments.
- Responsible for supporting the RIM program and ensuring it incorporates regulatory compliance requirements and delivers records management functionality in a user friendly and efficient way.
- Analyzing and storing digital records: Organize and securely store digital records, review them for accuracy and completeness, and develop a tracking system.
- Uploading records onto repositories: Upload records and digitize paper records onto the system, ensure accuracy and completeness, and maintain proper version control.
- Auditing paper and digital records: Conduct regular audits of all types of records, identify and correct errors or discrepancies, and track audits.
- Manage databases: Regularly update and input new files in systems, verify existing data and files, conduct data quality checks, and troubleshoot any issues that arise.
- Maintain confidentiality:
Safeguard sensitive information by maintaining confidentiality and security of all records, files, and documents.
- Locate and retrieve materials from files when requested.
- Assist in developing and updating the organization’s records classification and retention schedule, policies and procedures to support effective records management and to help get the most value from records and information.
- Coordinate with staff to ensure records creation, maintenance, use, and disposition are in accordance with professional records/information management standards.
- Provide support to staff tasked with specific responsibilities in connection with the implementation of the records management program.
- Actively contribute to a culture of valuing and leveraging the organization’s knowledge
- Ensure information resources are in line with standards for the organization, structured in an accessible way, and kept up-to-date.
- Develop and promote organization systems and liaises with users to gather feedback.
- Help to assess and, if appropriate, deploy innovative technology tools and improvements in service delivery
- Provide expertise and guidance to all departments to ensure compliance and educate them on best practices in relation to managing paper and electronic records - storage, retention, and final disposition.
- In accordance with the records retention policy, review records eligible for disposal or final disposition, follows records disposal procedures communicating with leadership as appropriate.
- Manage requests for records management training, prepare training packages, and organize and deliver training seminars.
- Preparation of records inventories for electronic and physical records
- Setting access rights, establishing standard meta-data elements for records in all formats, and analyzing business processes in collaboration with organizational units
- Ensure the proper management, retention, and disposal of the organization’s records and documents and perform related tasks as assigned.
POSITION QUALIFICATIONS:
- Degree, diploma, or certificate in records and information management or related field or equivalent experience preferred.
- Minimum 3 years of records management experience.
- Considerable experience in the lifecycle management of records and information in all media including preparation of records inventories for electronic and physical records, setting access rights, establishing standard meta-data elements for records in all formats, and analyzing business processes in collaboration with organizational units.
- Has a strong awareness of information, access, privacy legislation, and the First Nations Principles of OCAP®
- Experience working with document/records management technologies.
- Extensive knowledge of records management theory and practice
- Experience in interpreting legislative and policy requirements as related to records management.
- Knowledge of professional principles and practices of records management including knowledge of specialized functional areas of records management including electronic records management
- Ability to maintain confidentiality.
- Experience and competence in use of computers and electronic software.
- Demonstrated decision-making skills with collaborative approach to problem solving and conflict resolution.
- Good verbal and written communication skills.
- Attention to detail.
- Ability to work independently.
- Ability to work collaboratively as part of a team.
TECHNICAL KNOWLEDGE OF THE FOLLOWING IS DESIRABLE:
- Microsoft Office 365, Teams Expert, SharePoint Certified
- Understanding of various Client Relationship Management (CRM) systems, management, and implementation of case management and workflow systems
- Clio Legal Practice Management Platform or other Legal Practice Management systems
- Adobe Creative Suite and Applications
- Docusign
- Sage Intacct
Reporting: This position will report to the Counsel, Information Management
Location: Remote
Annual Salary: $50,000 - $65,000
Benefits: Extended benefits package that includes health and dental, personal days, paid vacation, employer RRSP/TFSA matching plans, and paid professional development opportunities.
Hours: Full-time (35hours / week); Mondays to Fridays
While we recognize the value of diversity in the workplace and welcome applications from people of all backgrounds, preference will be provided to Indigenous applicants in accordance with section 41 of the BC Human Rights Code. Candidates of Indigenous background are encouraged to self-identify on their application.