Regional Records Management Coordinator

Duties

As the Regional Records Management Coordinator, your main duties can be described as follows:

Plans, organizes and coordinates the delivery of records management, mail management and other services to the Region. Supervises and provides training to staff performing these functions.

Implements regional procedures and practices for records/mail management and other specific administrative services in accordance with ACOA records/mail management policies and procedures and governmental legislation, regulations, policy guidelines and standards; conducts quality control and work flow monitoring; and identifies and analyzes opportunities to improve client service, enhance productivity and/or reduce costs.

Analyzes and classifies records and creates document profiles; creates or revises subject or series titles within the records management system to address program needs; and recommends Agency-wide changes to the structure of the system where appropriate.

Contributes to the development of new or modified Agency policies, procedures, guidelines and systems for records/mail management by providing recommendations to the functional head at Headquarters and by representing the Region on Agency-wide records management working groups or project teams.

Liaises with representatives of governmental and private-sector service provider organizations (Library and Archives of Canada, courier companies, Canada Post, etc.) and suppliers to discuss and clarify regional requirements, to coordinate scheduling, to resolve problems or to obtain agreement on service changes or discounts.

Work environment

At the Atlantic Canada Opportunities Agency (ACOA), we are invested in our people, our communities, and our economy. Every single one of our employees contributes to our success and the success of our region. We work together to help businesses become more competitive, innovative and productive, to develop and diversify local economies in our communities, and to champion the strengths of Atlantic Canada.

We are a team of dynamic and talented professionals who:
• take pride in the results of our work;
• promote work/life balance; and,
• provide an environment that encourages and supports continuous learning throughout your career.

Over the past decade, ACOA has consistently ranked as one of the best places to work in the federal government. To give you a better idea of who we are, watch this short video: https://www.youtube.com/watch?v=WM8ICy6ZrvE

Intent of the process

The intent of this process is to staff one indeterminate (permanent) position. A pool of candidates may be established and may be used to staff identical or similar positions for temporary and/or permanent appointments in Fredericton, New Brunswick.

Positions to be filled: 1

Information you must provide

Your résumé.

You must meet all essential qualifications in order to be appointed to the position. Other qualifications may be a deciding factor in choosing the person to be appointed. Some essential and other qualifications will be assessed through your application. It is your responsibility to provide appropriate examples that illustrate how you meet each qualification. Failing to do so could result in your application being rejected.

In order to be considered, your application must clearly explain how you meet the following (essential qualifications)

EDUCATION:

Secondary school diploma

Degree equivalency

EXPERIENCE:

-Experience in providing client services to internal and/or external clients.
-Experience in preparing correspondence/documents
-Experience working with software applications such as Microsoft Suite (Microsoft Word, outlook, Excel, Powerpoint)
-Experience in Information Management (The collection and effective management of information).

If you possess any of the following, your application must also clearly explain how you meet it (other qualifications)

ASSET QUALIFICATIONS

EXPERIENCE:

-Experience in leadership role (s) – professional or other (e.g. as a supervisor, committee leader, project leader, etc.)
-Experience in Records Keeping (management of corporate records and providing appropriate access to these records).
-Experience in managing digital information (The collection and effective management of digital information).

The following will be applied / assessed at a later date (essential for the job)

Bilingual - Imperative (CBC/CBC)

Information on language requirements

Second Language Writing Skills Self-Assessment
In order to help you decide if you should apply to a bilingual position, an optional self-assessment of your writing skills in your second official language is available for you to take before completing your application.

For more information, please consult:
Unsupervised Internet Test of Second Language Writing Skills

COMPETENCIES:

-Initiative
-Judgement
-Client Focus
-Information Gathering & Processing
-People Management
-Planning and Organizing
-Communication (Oral and written)

The following may be applied / assessed at a later date (may be needed for the job)

OPERATIONAL REQUIREMENTS:

-Possession of a valid driver’s license.
-This position requires the lifting of files and heavy boxes (up to 40lbs)
-May be required to work over-time on short notice.
-Willingness to travel for meetings or training as required.

Other information

• Various assessment tools may be used in this selection process.
• A top-down screening approach may be undertaken. Candidates who meet the essential experience criteria may be ranked according to the depth and breadth of experience they possess. Only the top ranking candidates may be invited to the next phase of the process. Asset criteria may also be applied at the screening stage to ensure a more appropriate number of candidates to further assess in this process.
• Candidates may be required to meet the asset qualifications or the organizational needs, depending on the requirements of the specific position being staffed.
• Acknowledgment of receipt of applications will not be sent; we will contact candidates when the screening process is completed.
• The Public Service of Canada recognizes that the diversity of its employees' population contributes to its strength and integrity. We are committed to achieving employment equity and developing a highly capable workforce that is representative of Canadian Society. We therefore encourage women (especially in non-traditional occupations), Aboriginal peoples, persons with disabilities, and members of visible minority groups to apply and declare themselves as part of one or more of the above mentioned Employment Equity Designated Groups.
• Persons are entitled to participate in the appointment process in the official language of their choice.

The Public Service of Canada is committed to building a skilled, diverse workforce reflective of Canadian society. As a result, it promotes employment equity and encourages candidates to indicate voluntarily on their application if they are a woman, an Aboriginal person, a person with a disability or a member of a visible minority group.

The Public Service of Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity or testing, you should advise the Public Service Commission or the departmental official in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

Preference

Preference will be given to veterans and to Canadian citizens, in that order.

Information on the preference to veterans

We thank all those who apply. Only those selected for further consideration will be contacted.