Documents & Records Officer

Skilled Trades Ontario • Mississauga, ON

2d • Onsite

About The Position

To establish and maintain effective and appropriate management of Skilled Trades Ontario’s (STO) records. This position involves advising on print production issues, developing and maintaining a relationship with our print production vendor, and providing expertise on managing, and analyzing data and report results.

Requirements

• Relevant years of experience in a related field
• An understanding of Graphic Design production principles
• Strong Adobe, Excel and data manipulation experience
• Knowledge of Administrative practices to provide member records administrative services
• Knowledge of Print graphics and graphic production design elements
• Knowledge of the operations and capabilities of various standard office software programs including Word, Excel, ADOBE Acrobat, records management and reporting software (e.g. of in-house software: AMANDA, QuickBase)
• Knowledge of Filing processes, records management procedures, best practices for maintaining, storing, accessing, retrieving and archiving manual and computerized member records
• Knowledge of PIPPEDA and Department guidelines and practices related to the storage and release of confidential information to ensure that only authorized users have access to member files and that records/ information requested by members can be released
• Knowledge of Data sorting and filtering techniques and procedures
• Knowledge of Basic arithmetic and statistics to evaluate and validate reports
• Verbal communication skills to respond to internal and external inquiries
• Organizational skills to maintain filing systems in good order and ensure efficient retrieval of records; to receive, log, process and distribute incoming documents requiring filing, and process outgoing mail
• Exercises judgment in the adherence of data and information management policies and procedures within the department
• Responds to the more complex incoming inquiries, determining their nature and the most appropriate response
• Conducts regular audits on the print production workflow and investigates/resolves problems related to incomplete/or missing records and documents
• Ensures consistency in the effective maintenance of centralized hard copy, electronic and/or historical print production files
• Ensures that policies and procedures are being adhered to and that files/records for production are handled in a secure manner as per department policy
• Coordinates the development and implementation of administrative processes and systems within the department/unit
• Develops and maintains daily contact and working relationships with department and STO staff to exchange information about member correspondence and print production as requested
• Maintains daily contact with department and STO management and staff to respond to inquiries regarding the unit and its activities and services
• Maintains contact with external stakeholders (members, clients, public) to respond to inquiries regarding the member records, correspondence and related department/unit activities and services
• Provides support to department co-workers in the provision of print production and administrative services
• Assist with any project work as required

Responsibilities

• Coordinates the establishment and maintenance of electronic files and information handling for members of STO, ensuring accuracy and completeness of member records
• Develop and maintain production document templates for member services and interdepartmental needs as they arise
• Establish policies and procedures designed to facilitate the effective, efficient, and timely handling of information requests from STO’s management and staff regarding print production needs
• Ensures privacy policies and confidentiality related to records and information are followed throughout all processes
• Coordinates the tracking and quality control of documents/records within the print production process
• Investigate any issues that arise and work with the print partner to resolve problems in an efficient and timely manner
• Analyzes reports of data duplicates or other errors to provide ongoing data reports; monitors for timely and accurate completion of select data elements; identifies, analyzes, and interprets trends or patterns in complex data sets
• Interprets data and in collaboration with others, develops recommendations based on findings; develops graphs, reports, and presentations for project results; generates routine and ad hoc report
• Participates in projects related to the development and implementation of department/unit administrative processes and systems

Benefits

• Work-life balance
• Comprehensive health and dental benefits
• RRSP matching (up to 6%)
• Employee Assistance Program (EAP) through TELUS Health with employee perks

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed