Legal Records And Retention Clerk

Description:

• Create new files daily as required; collect, pre-sort and file all Supreme Court and Court of Appeal documentation daily.
• Classify, code, index and cross-reference all materials.
• Direct originators in the receipt, classification, indexing and coding techniques.
• Perform charge-out operations for files and follow-up checking operations for outstanding files. This includes searching old index cards and books for proper file numbers as well as computer searches. It also includes searches for off-site retention numbers and retrieving files from the Records Centre on a daily basis.
• Research complex requests for material.
• Assist staff members to comply with Records Management policies and procedures relative to the receipt, creation, classification, coding, indexing, maintenance verification techniques and final disposal of records.
• Record and maintain all exhibits filed with the Supreme Court, supervising transfer to courtroom and ensuring that exhibits are returned upon completion of the trial. Returning exhibits to the parties, counsel or police.
• Respond to requests for file searches via telephone, fax or mail.
• Order files from other Court Administration offices across the province and return files to those offices.
• Consistent data entry, updating file locations within the Justice database with a high degree of accuracy.

Qualifications and Experience

To be considered for this opportunity, you have three years of relevant experience in Records Management; an equivalent combination of training and experience may be acceptable.

You have proficient keyboarding skills and a sound knowledge of general office procedures and computer programs, including MS Office, MS Word, Excel and Outlook. You also have a working knowledge of specialized records management systems (such as FileNet and STAR/STOR).

You demonstrate accuracy and knowledge in understanding a Records Management system and up to date knowledge of the guidelines and schedules. This position requires great attention to detail and time management skills. Completeness and integrity of data is crucial to inform program actions and support decision making processes.

You are self-motivated, can work with minimal supervision and maintain the highest level of confidentiality. You exercise tact and diplomacy and have good organizational and communication skills. Judgement and professionalism regarding records management is essential, in order to safeguard security and confidentiality of government 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.