Records Management Technician

Important messages

We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please use the Contact information below to request specialized accommodation. All information received in relation to accommodation will be kept confidential.

Assessment accommodation

When you apply to this selection process, you are not applying for a specific job, but to an inventory for future vacancies. As positions become available, applicants who meet the qualifications may be contacted for further assessment.

What makes inventories different from other job advertisements? You only need to apply once, but can be considered for different job opportunities. Don’t worry, even if your application is not selected for one job, your application remains in the inventory and can be selected again for the entire duration that the inventory remains open. As an applicant, you can go back and update your resume at any time.

► INSTRUCTIONS TO FOLLOW

A complete application must be submitted, consisting of a résumé and answers to screening questions which clearly demonstrates how they meet the education and experience factors listed under the essential qualifications, as well as any of the asset qualifications that may apply.

The following information is required for each experience criterion:
1. Name of the department or organization where the experience was acquired;
2. Title of the position occupied and duration (including dates) for which you exercised the functions;
3. Specific details of tasks, projects, or accomplishments demonstrating how the experience was acquired.

Applications that do not clearly demonstrate how the screening criteria are meet WILL be eliminated from consideration.

Persons requiring accommodation preventing them from applying on-line should contact the contact person identified below prior to the closing date. Otherwise, your job application should be submitted through the Public Service Resourcing System.

You may also review jobs open to the public through INFOTEL at 1-800-645-5605. The INFOTEL number for persons using a TTY/TDD is 1-800-532-9397.

Work environment

Our priorities are delivering digital services to Canadians, legal services to Government and leveraging internal digital services and data to enable the delivery of a modern justice system and high-quality legal services to the Government. We look to new methods, tools and ideas to improve how we design, build and deliver services.

Justice Canada is unique in the federal Government with clients located across the country, and within some 40 federal departments and agencies. Our IM/IT organization is designed to provide both strategic and operational functions.

The primary function of Information Management (IM) Operations is to promote economy and efficiency in the creation, maintenance, storage, retrieval and disposal of the Department of Justice’s records. Working with the departmental Electronic Document and Records Management System (EDRMS), the incumbent is responsible for maintaining organizational records in physical and electronic format; labelling, preparing and transferring records according to established records management life-cycle procedures and schedules and ensuring the preservation of historical information; compiling statistics and reports on activities within records management services, and assisting staff in fulfilling retrieval and research requests.

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Intent of the process

INVENTORY - A partially or fully assessed pool may be established to staff similar positions within the Department of Justice with various tenures, various linguistic profiles, various operational requirements and/or various conditions of employment. Upon request, this pool may also be shared with other federal organizations listed in Schedules I, IV and V of the Financial Administration Act (FAA) to staff similar positions in their organization.

By applying to this process, you consent to your personal application and assessment-related information being shared with other federal organization in the event that they would ask for it, in order to consider your application to staff a similar position within their organization.

Positions to be filled: 5

Information you must provide

Your résumé.

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

EDUCATION:

(ED1) Successful completion of two years of secondary school or an acceptable combination of education, training and/or experience.

Notes: The employer-approved alternatives to two years of secondary school are:
o A satisfactory score on the Public Service Commission test approved as an alternative to two years of secondary school; or
o An acceptable combination of education, training and/or experience.

Degree equivalency

EXPERIENCE:

(EX1) Experience providing administrative support services.
(EX2) Experience providing client service.
(EX3) Experience in using a computer and the following software: Word, Excel, and Outlook.

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

Various language requirements
English Essential, French Essential, English or French Essential, and Bilingual Imperative BBB/BBB.

Information on language requirements

ABILITIES:

(A1) Ability to set priorities in order to meet deadlines
(A2) Ability to file quickly and accurately elements alphabetically and numerically
(A3) Ability to communicate orally
(A4) Ability to communicate in writing

PERSONAL SUITABILITIES:

(PS1) Judgement
(PS2) Teamwork
(PS3) Dependability

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

EDUCATION (ASSET) :

(AED1) Successful completion of an acceptable post-secondary educational program in the field of Records Management.

Degree equivalency

EXPERIENCE (ASSETS) :

(AEX1) Experience working in a records environment.
(AEX2) Experience working in the federal government.
(AEX3) Experience using GCDocs (i.e. Open Text Content Server) and/or Sharepoint as a records management system.
(AEX4) Experience creating and manipulating spreadsheets using Excel.

Organizational Needs

The Department of Justice believes that to be able to effectively serve the public, its workforce needs to reflect the diversity of the Canadian population. Diversity is a great source of strength in driving Canada’s Legal Team in ensuring that Canada’s justice system is as fair, accessible and efficient as possible. The Department is committed to a representative workforce that represents the Canadian public we serve. If you are an Indigenous person, a woman, a person with a disability, a member of a racialized group* or a member of the 2SLGBTQI+**/Sexual Orientation, Gender Identity and Expression (SOGIE) community we encourage you to self-declare in this staffing process.

* Please note that this group is currently designated as members of visible minorities in the Employment Equity Act and the self-declaration form.

** 2SLGBTQI+: Two-Spirit, lesbian, gay, bisexual, transgender, queer, intersex, and people who identify as being part of sexual and gender diverse communities.

Operational Requirements

- Willingness and ability to work overtime

Conditions of employment

- Security : Various (such as Reliability Status, Secret, or Top Secret);

- Ability and willingness to lift and move boxes weighing up to 35 pounds.

Other information

The Public Service of Canada is committed to building a skilled and diverse workforce that reflects the Canadians we serve. We promote employment equity and encourage you to indicate if you belong to one of the designated groups when you apply.

Information on employment equity

- The first extraction of applications is scheduled for September 12, 2022. The subsequent extractions will take place on an “as and when needed” basis.

- Extractions from this selection process will be ongoing. Results from previous extractions will be deemed valid for future extractions.

- Candidates must meet the essential qualifications to be appointed to a position.

- Communication for this process will be sent via e-mail. It is the responsibility of the candidate to ensure that a current and valid e-mail address is provided and updated accordingly and that it accepts messages from unknown senders. We encourage candidates to provide a second e-mail address in their application.

- Random selection may be used.

- Top down selection may be used at any point during the assessment phase.

- Candidates may be required to meet the asset qualifications or the organizational needs, depending on the requirements of the specific position being staffed.

- Any travel expenses incurred by candidates to attend evaluations under this selection process will be the candidate's responsibility.

- Persons are entitled to participate in the appointment process in the official language of
their choice. Applicants are asked to indicate their preferred official language in their
application.

- The Department of Justice encourages persons with priority entitlements to self refer to
our selection processes in circumstances where they believe that they meet the essential
qualifications of the advertised position.

- Candidates will be required to submit their proof of education documents at the time of assessment. If you were educated outside of Canada, you must have your credentials and/or diploma assessed against Canadian education standards. The public service will accept any Foreign Educational Credentials as long as they are deemed comparable to Canadian standards, through a recognize credential assessment service. For more information, please click on Degree Equivalency.

- INFORMATION ON SELF-DECLARATION

Self-declaration information can be factored into the screening, assessment or selection decision to address our commitment to eliminate gaps and increase representation for these groups. This information will only be used in connection with this selection process.

HOW TO SELF-DECLARE

If you are an Indigenous person, woman, member of a racialized group*, Person with a disability:
• when you apply for a job through GC Jobs, complete the Employment Equity section under Requirements.
• Please note that your self-declaration as a member of First Nations, Inuit or Métis will be verified via the Affirmation of Indigenous Identity Form to be provided later in the staffing process. For more information on this requirement, please consult the Questions and Answers page.

* Please note that this group is currently designated as members of visible minorities in the Employment Equity Act and the self-declaration form.

Preference

Preference will be given to veterans first and then to Canadian citizens and permanent residents, with the exception of a job located in Nunavut, where Nunavut Inuit will be appointed first.

Information on the preference to veterans

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

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