Records Specialist Jobs

Records Management Specialist for not-for-profit community services Client, downtown Toronto.

Marberg Job Number: 2033.

Job Type: Temporary.

Initial Term: ASAP to July 31, 2024, including an 11 week probationary period.

Compensation: $29.97 Per Hour.

Recommended Application Date: Immediately - please note that we are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application.

Regular Work Hours: FULL TIME WORK HOURS – 7.0 work hours per day, not including unpaid 1 hour lunch break, to be worked during regular business hours, Monday to Friday (35 work hours per week).

Work Location: 100% onsite at Client's downtown Toronto office, near TTC station.

Responsibilities Summary:

To manage and maintain records in digital and physical formats, and provide clerical support to high-volume community services program.

• Open, sort, photocopy, scan, and distribute mail and faxes.
• Draft and format memos, letters, reports, schedules, lists, documents, and minutes and correspondence as required.
• Prepare or update reports and statistical records using database/spreadsheet applications, including maintaining counts of records searches performed.
• Additional records management and clerical administration responsibilities as required.
• Respond to telephone and written requests for Records Management Services.
• Complete and record responses for requests, providing detail on the search and contact logs as required.
• Keep supervisor advised of any records administration issues and participate in team issues resolutions.
• Ensure all legacy files are appropriately cross-referenced in historical databases, logging documents and notes and creating appendices to the legacy system.
• Update and maintain database, including uploading historical records, creating contact information profiles.
• Collect, retrieve and convert hard copy records into digital form, including paper, microfiche and film. Store digitized records into appropriate repositories.

Qualifications:

Education: Secondary School Diploma. Post Secondary education an asset.

Preferred Work Experience: At least 2+ years of electronic and hard copy records management experience within a confidential office environment.

Preferred Sector Experience: Not-for-Profit, Public Sector or Health Care Sector experience an asset.

Technical and Language Skills Requirements:

• Advanced proficiency in Microsoft Office Word, Excel, Outlook and PowerPoint (will be tested).
• Proficient English communication skills, both written and verbal, including satisfactory business writing skills and polished, professional telephone manners.
• Strong typing and data entry skills (will be tested).
• Familiarity with microfiche and electronic file management systems.

Task -Based Qualifications and Additional Attributes:

• Demonstrated ability to work well both independently and collaboratively, and liaise effectively with a wide and diverse range of internal and external stakeholders.
• Demonstrated competency in records search, research, retrieval and re-filing abilities.
• Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
• Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
• Pleasant and courteous: demonstrated commitment to client service and professional representation of the organization.
• Focused and able to work effectively with minimal direction and supervision, to prioritize tasks effectively, and to manage volume targets and due dates.
• Superior attention to detail, and organized, methodical approach to completion of tasks.

Additional Requirements:

• Ability to work 100% onsite, abiding by organization health and safety policies.
• Additional satisfactory Background Checks, Technical Skills Evaluations, and Employment References as required.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities prior to assignment start.

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.

Please note that Marberg Staffing only accepts applications through Indeed.ca, LinkedIn and marberg.com.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.