New job Information Management Technician (Clerk 3) in Nova Scotia

About Us

At Service Nova Scotia and Internal Services, we impact every citizen, business and municipality in Nova Scotia. Our mandate is to design and deliver programs and services to meet the needs of our clients and the public good through a culture of excellence. Service Nova Scotia and Internal Services’ vision is to be a recognized leader in service and public protection that delivers trusted, accessible, modern programs, and contributes to Nova Scotia as a safe and desirable place to live, work and do business. To learn more about our Department, please click on the following link:

https://beta.novascotia.ca/government/service-nova-scotia-and-internal-services/about

About Our Opportunity

As the Information Management (IM) Technician (Clerk 3), you play a key role in preserving the organizational history of the department, ensuring that information is available to support activities and business decisions, and helping the department to meet its obligations under Records and Information Management legislation and policies. In this role, you carry out tasks necessary for the efficient organization, access, use and disposition of departmental records and information – both physical and digital.

You have knowledge and experience in records and information management practices and principles, strong technical skills, and a keen eye for detail. As the IM Technician, you will support SNS-IS’s transition to digital records and information management. You will create, upload, classify, enter metadata, conduct quality reviews, and retrieve departmental records in multiple formats. You will also scan records, oversee departmental digitization efforts, and coordinate the collection and updating of open data sets.

Primary Accountabilities

• Registering records into the departmental records management systems. This includes preparing appropriately identified and labeled paper files, uploading digital records, classifying, naming, indexing and providing sufficient metadata to ensure future access in accordance with established policies, procedures and records schedules.
• Applying information access and security measures.
• Monitoring and tracking the use and location of records.
• Implementing records schedules.
• Carrying out measures to ensure quality control of records, scanned documents, open data submissions and records management systems.
• Responding to information inquiries from management and staff while ensuring that the request is appropriate for the access restrictions on the records.
• Scanning, indexing and supervising temporary staff in the digitization of records.
• Coordinating the collection and updating of open data sets for inclusion on the Open Data Portal.
• Providing records management instruction and training including training in the use of electronic records management systems.
• Compiling and reporting records management program/system statistics.
• Monitoring and maintaining records management program supplies and equipment.
• Assisting with records and information management projects such as procedures and processes for an electronic records management environment and program planning activities.

Qualifications and Experience

As the successful candidate, you will have four (4) years related experience preferably in records and information management; or an equivalent combination of training and experience may be acceptable.

You will have demonstrated knowledge of records and information management and experience using records schedules such as STAR/STOR. You will be familiar with the records and information management-related policy and legislation such as the Government Records Act, the Public Archives Act, the Freedom of Information and Protection of Privacy Act and the Government Records Management Policy.

You possess superior data entry skills as well as proficiency with Microsoft Office and experience using records management systems.

Education in Records and/or Information Management and knowledge and experience with InMagic, FileNet, and/or scanning software such as PaperStream Capture is considered an asset.

You have strong organizational abilities, attention to detail and accuracy, and the capacity to work under the pressure of deadlines and multiple competing priorities. Project management skills would be considered an asset as the position requires overseeing multiple scanning projects and coordinating open data refreshes.

You are able to lift and/or carry file boxes weighing up to 40 pounds, climb step ladders, and work in file rooms and with records that may be dusty.

As a flexible and collaborative team player, you also have strong decision-making,

analytical and problem-solving skills. You are able to communicate in a clear and concise manner and to take initiative and exert judgement in matters of confidential and sensitive information.

We will assess the above qualifications and competencies using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.

Equivalency

An equivalent combination of training, education and experience will be considered. Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Benefits

Based on the employment status and union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as Health, Dental, Life Insurance, Pension, General Illness (Short and Long Term), Vacation and Employee and Family Assistance Programs. Click here to learn more about our various benefits offerings and eligibility criteria.

What We Offer

• Career Development where you have access to career guidance, tools, resources, and ongoing training for every stage of your career.
• Engaging workplace. Our Employees feel valued, respected, connected, and tuned in. We have forward-thinking policies and strategies.
• Countless Career Paths.
• Department Specific Flexible working schedules.