Records and Document Administrator

BC Hydro

Fort St John, BC

Website:

https://app.bchydro.com/careers/current_opp.html

Source:    BC Hydro
Job Title:  Records & Document Administrator
Job Number:   BCH-T-0781-170104E1
Job Location: Fort St John Site C Construction Office, British Columbia, Canada
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We’re BC Hydro and we have a big job to do.

Keeping the lights on for over 4 million people across the province takes a lot of talented people doing many different jobs. From working deep in a generating station, atop a power pole, or behind a desk, whatever it is that makes you tick we offer challenging careers to help you reach your potential.
 
We’re investing more than $2 billion per year in major capital infrastructure projects to help meet the growing demand for safe, reliable power. We’re upgrading transmission lines, building new substations, and investing in our hydroelectric generation facilities. We aim to provide meaningful and challenging work, opportunities for growth and a healthy work/life balance. We’ve been recognized for excellence and been named one of BC’s Top Employers and one of Canada’s Best Diversity Employers for four years in a row.

It’s our vision is to be the most trusted, innovative utility company in North America by being smart about power in all we do.

Job Description: 

Duties:

  • Acts as a resource to staff on the regulations associated with Freedom of Information and Privacy Act and the quality control program as it relates to the release, creation, and disposition of information.
  • Creates and maintains Automated Document Management System and develops software to meet the needs of the SBU.
  • Co-ordinates the implementation of approved systems, trains staff on electronic systems, writes procedures to document changes to current work practices, monitors the effectiveness of manual and automated systems and procedures, identifies problems and potential impact and reports findings to Manager.
  • Acts as the key support person to the Freedom of Information Office.
  • Maintains liaison with both internal and external client groups; provides demonstrations of automated system to other Hydro groups.
  • Maintains the Central Repository of Records (both hard copy and electronic) by ensuring information is maintained in the most secure method to avoid loss of vital documents, provides a wide range of quality control duties including clarifying requests for release of information, opening and issuing file classification numbers, and ensuring information is filed and returned to the appropriate location.
  • Receives all division or department correspondence, applies appropriate file number and routing of incoming correspondence to staff members for action, reviews copies of all work produced daily to ensure that accurate file numbers are applied and standards of production have been met.
  • Trains staff, contractors, consultants, and vendors in the use of the document control system.
  • Performs a variety of administrative support functions relating to special and other information requests such as assembling a variety of documents and photographs for the department or SBU, examining a variety of original documents, negatives, and photographs for completeness, clarity, and relevance.
  • Performs duties of a minor nature related to the above duties which do not affect the rating of the job.

Qualifications:

  • High School graduation with completion of an accelerated technology office program or equivalent.
  • The successful candidate will have approximately two years of relevant experience in a similar working environment.
  • Satisfactory performance on this job requires approximately 18 months to acquire the additional knowledge and skills necessary to perform the full scope of this job.

Additional Information:

  • This position is affiliated with the Movement of United Professionals union (MoveUP/COPE): moveuptogether.ca.
  • This location may be eligible for a Remote Incentive of 12%.
  • This location is eligible for Extended Health Care Medical Travel Benefit. The Extended Health Care Medical Travel Benefit is extended to Full-Time Regular, Part-Time Regular, and Full-Time Temporary employees who are permanently working in eligible remote locations.
  • This is a Group 7 FTT position for approximately eight (8) years.
  • Please note this is a MOU 15 position with a work schedule of Tuesday – Saturday and start/end time of 10:00 AM – 6:00 PM.
  • This position will be posted concurrently.
  • As part of the selection process, applicants may be required to take a written test during the interview.
  • A condition of employment for this job is that you maintain your Driver's License: Class 5 In Good Standing.

Specific Duties and Responsibilities:

  • Analyzes, assesses, and verifies information for accuracy; issues classification numbers and maintains current version of classification systems. Monitors filing activity to ensure information is correctly indexed and filed; applies retention and scheduling information to records. Guides staff with correspondence distribution.
  • Assesses customers' information management needs are met through the document and records management practices.
  • Provides staff with guidance and ensures information management practices are followed.
  • Identifies, plans, and conducts training sessions to staff on the use of electronic and paper information systems and utilization; provides one-on-one coaching and training as required.
  • Acts as the "first-line" gatekeeper of electronic documents and records. Verifies information transitioned as a formal record is correct and in accordance with corporate guidelines.
  • Provides guidance to client organizations regarding preparation of records for off-site transfer, reviews records storage lists for accuracy, arranges for the transfer of physical information to an off-site records facility.
  • Provides technical guidance and assistance to staff to enable them to maintain their SharePoint sites or web pages, presents formal and informal training and demonstrations, develops and recommends various methods to improve site quality and effectiveness.
  • Performs a variety of website maintenance and administration duties such as: writing, editing, updating, formatting, and creates new and revises existing pages, permissions and features.
  • Develops and maintains end-user documentation (e.g., user guides, job aids) for new and existing tools and processes.

The following are considered major assets:

  • Completion of a diploma or certificate from a technical institute with a minimum of two (2) years of practical Records Information Management experience.
  • Document Management training experience, examples of responsibilities are: document management training, document management QA prior to archive and closeout, document management auditing and conformance reviews, document management reporting and metrics.
  • Satisfactory performance on the job requires approximately 12 months to acquire additional knowledge and skills necessary to perform full scope of the job.
  • FileNet/SharePoint experience would be an asset.

How to Apply:

Interested candidates should submit their applications online at app.bchydro.com/careers/current_opp.html  by January 25th, 2017.
 
Click here to access the job posting or visit the BC Hydro “Current Opportunities” Careers page to view and apply for jobs.
 
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On the BC Hydro Careers site, click on the Apply button in order to complete the steps to apply for this job. Please be sure to update your Candidate Profile with your current resume and include copies of your certifications, if applicable.

We're always looking for exceptional people to bring new ideas, fresh thinking, and the motivation to help shape the electricity system in BC. It's an exciting time to be a part of our team as we invest in our system and prepare to meet the challenges of tomorrow.

Our values guide our work. Want to join us?

We are safe.
We are here for our customers.
We are one team.
We act with integrity.
We respect our province.
We are forward thinking.
 
BC Hydro is an equal opportunity employer.