Title: Records Clerk Classification: CLK 9

JOB PROFILE JOB STORE # VARIOUS

TITLE: RECORDS CLERK CLASSIFICATION: CLK 9

JOB OVERVIEW Provides records management support services to ministry staff within the office. ACCOUNTABILITIES Required:  Provides records management coordination and advisory services to staff –such as documentation and records management procedures as well as policy and procedural requirements.  Provides user support and advice for management of automated records management systems. Assists with implementation of any new records management systems.  Provides expert advice, assistance and formal/informal training to staff on establishing and maintaining records management systems in accordance with government records management policies and regulations.  Responsible for records systems searches, retrieving, securing and tracking all records, which may include Litigation in collaboration with ministry staff within the office  Identifies and classifies material into files in accordance with government policy and integrates into filing systems and databases.  Creates, consolidates and closes files in accordance with retention schedules, in both hard copy and/or e-files as required; and arranges for off-site storage and disposal of records in accordance with records management standards and schedules.  Coordinates documentation, verifies records completeness, storage and disposal of semi- active records  Maintains inventory lists and related access authorization documentation for records in offsite storage facilities

Career Group: Administrative Services Job Family: Administrative Support Job Stream: Role: Admin/Operational Revised Date: September 2016  Searches and retrieves information and files from manual and electronic storage.  Ensures the integrity of the automated records systems and suggests corrective action where deficiencies are found  Transfer, tracking and retrieval of records to district offices as required  Prepares reports on records management statistics.  Assists with providing records under the Freedom of Information and Personal Privacy Act.  May perform other duties including providing relief services in other functions of the office as needed.  Ensures the data integrity of automated records systems by gathering specific detailed information housed in multiple licensing systems  Provides general information to clients, the general public, and others on program policies, regulations and procedures.

JOB REQUIREMENTS

EDUCATION AND EXPERIENCE  Secondary school graduation or GED.  A minimum of one year of administrative/secretarial experience obtained in an office setting.  Intermediate level experience in keyboarding, word processing, using MS Office, including Word, Excel spreadsheets and other standard computer applications. Preference may be given to applicants with the following:  Direct client service experience.  Experience in records management.  Two or more years of administrative/secretarial experience obtained in an office setting. KNOWLEDGE, SKILLS & ABILITIES  Knowledge of standard computer applications (MS Word - intermediate, MS Excel - intermediate, MS Outlook, MS PowerPoint).  Ability to adapt changing priorities.

Career Group: Administrative Services Job Family: Administrative Support Job Stream: Role: Admin/Operational Revised Date: September 2016  Clear written and verbal communication skills.  Successful completion of security screening requirements of the BC Public Service, which may include a criminal records check, and/or Criminal Records Review Act (CRRA) check, and/or enhanced security screening checks as required by the ministry (Note: It is important that you read the job posting carefully to understand the specific security screening requirements pertaining to the position).

BEHAVIOURAL COMPETENCIES  Service Orientation implies a desire to identify and serve customers/clients, who may include the public, co-workers, other branches/divisions, other ministries/agencies, other government organizations, and non-government organizations. It means focusing one's efforts on discovering and meeting the needs of the customer/client.  Teamwork and Co-operation is the ability to work co-operatively within diverse teams, work groups and across the organization to achieve group and organizational goals. It includes the desire and ability to understand and respond effectively to other people from diverse backgrounds with diverse views.  Innovation indicates an effort to improve performance by doing or promoting new things, such as introducing a previously unknown or untried solution or procedure to the specific area or organization  Long Term Focus combines reasoned and realistic judgement and commitment to key outcomes. It demands a blending of visionary thought and drive with pragmatism and perseverance, and has been described as "steering a steady course through uncharted or difficult waters". Individuals with this competency have the ability to maintain the commitment of others, and rely upon self-confidence and insight to meet individual, situational or organizational challenges  Conflict Management is the ability to develop working relationships that facilitate the prevention and/or resolution of conflicts within the organization.

Competencies listed above complement the required accountabilities for this job profile. For more information about behavioural interviews, competency definitions, and to watch interview videos please visit: Competencies in the BC Public Service

Career Group: Administrative Services Job Family: Administrative Support Job Stream: Role: Admin/Operational Revised Date: September 2016