Records Management Coordinator

Metis Nation Saskatchewan•Saskatoon, SK

3d•CA$0 - CA$68,979•Onsite

About The Position

The Records Management Coordinator plays an important role in supporting the management, organization and retention of records for governance records of the Métis Nation – Saskatchewan (MN-S). Working under the direction of the Director, Cabinet and Legislative Services, the Records Management Coordinator develops, coordinates and promotes records management standards, procedures and systems; provides guidance and training to MN-S staff; supports records retention and disposition activities; maintains physical and digital records repositories; and contributes to information governance initiatives that enhance accountability, transparency, efficiency and organizational memory for the governance records of the MN-S.

Requirements

Knowledge of Métis Nation–Saskatchewan governance, Métis culture, values and self-government priorities, with a willingness to continue learning.
General understanding of MN-S government processes including the Métis Nation Legislative Assembly, Provincial Métis Council and subcommittees.
Excellent oral and written communication skills, with strong attention to detail and the ability to produce accurate, professional work.
Knowledge of digital libraries, archives, document repositories, website content management and public records access principles.
Understanding of records retention, disposition, classification systems, archives management and information governance principles.
Knowledge of privacy, access to information, confidentiality and information security requirements.
Strong organizational and administrative skills with exceptional attention to detail and accuracy.
Ability to analyze records management processes and recommend practical improvements.
Ability to exercise tact, discretion, confidentiality and sound judgment when handling sensitive information.
Ability to communicate professionally and respectfully with elected officials, senior leaders, staff, citizens, presenters and members of the public.
Ability to work independently and as part of a team in a busy environment with changing priorities and timelines.
Proficiency with Microsoft Office, Teams, SharePoint or comparable records, collaboration and virtual meeting systems.
Post-secondary education in records management, information management, library sciences, archives management, public administration, business administration or a related field; an equivalent combination of education and experience may be considered.
Three to five years of relevant experience in records management, information governance, document management, archives administration or a related environment.
Experience implementing and maintaining records classification systems, retention schedules and records management procedures.
A valid Saskatchewan driver’s license and/or access to reliable transportation to our office would be required.
The successful candidate must undergo a Criminal Record Check.

Nice To Haves

Knowledge of records management best practices, information governance principles and applicable legislative requirements is considered an asset.
Experience maintaining digital repositories, legislative libraries, archives portals, public-facing records systems or comparable online information resources is considered an asset.
Experience supporting governance, legislative services, Indigenous governments, public sector organizations or regulated environments is considered an asset.

Responsibilities

Coordinate the maintenance, organization, tracking, retention and disposition of physical and electronic governance records in accordance with MN-S legislation, policies, procedures and retention schedules.
Develop, implement and maintain records management practices, classification systems, file structures, naming conventions and document control standards.
Monitor compliance with records management policies, procedures and legislative requirements, and recommend improvements.
Ensure governance records are accurate, complete, accessible, secure and properly maintained throughout their lifecycle.
Coordinate governance records retention and disposition activities, including transfer, archiving and preservation processes.
Conduct regular audits, inventories and assessments of records to ensure compliance and identify opportunities for improvement.
Respond to governance records inquiries that come from MN-S departments and create reports and analysis of those records for the requesting department.
Support information governance initiatives and organizational projects involving records migration, digitization, system implementation and records cleanup activities.
Maintain and support governance records management systems, data bases, and SharePoint libraries.
Maintain the public facing MN-S digital Legislative Library ensuring legislative records, governance documents, resolutions, laws, policies, committee materials and other authorized public records are accurate, accessible, current and presented in accordance with MN-S legislation and approved records management policies and procedures.
Administer records metadata, file structures, permissions, version control and access controls to ensure consistency and security.
Support the digitization's indexing and quality assurance of MN-S governance records, including historical records.
Develop and maintain records management templates, procedures, forms, guides and reference materials.
Monitor records storage capacity, security requirements and system performance, and recommend enhancements as appropriate.
Work with Information Technology staff and contractors to support records-related technologies and solutions.
Assist with the implementation of new records management technologies, workflows and business processes.
Develop and maintain respectful and collaborative working relationships with elected officials, senior leadership, departments, colleagues, citizens and external partners to support effective records management work and integrated government operations.
Manage deadlines and deliverables while maintaining accuracy, professionalism, confidentiality and responsiveness.
Contribute to the development and refinement of records management procedures and policies.
Perform other related duties as assigned by the Director, Cabinet and Legislative Services.