University of British Columbia
Job title:
Records Management Assistant
Company
University of British Columbia
Job description
Staff – UnionJob Category CUPE 2950Job Profile CUPE 2950 Salaried – Pub Svc Library Asst 3 (Gr6)Job Title Records Management AssistantDepartment UBC Library | University Archives | Staff SupportCompensation Range $4,449.00 – $4,676.00 CAD MonthlyPosting End Date August 2, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateAt UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.POSITION FUNCTION:The Records Management Assistant works as part of the Records Management Office (RMO), under University Archives that provides records management services to departments across UBC. This position works in the specialized library environment of the Library Preservation and Archives Centre (PARC) facility located on south campus. This role serves as the main contact for the RMO at PARC and participates in all aspects of the day-to-day operations of the records management and storage program including the review of unscheduled materials, the application of records schedules, disposition of university records, and ensuring the safe and secure storage of University records boxes and files.WORKING RELATIONSHIPS/ORGANIZATIONAL STATUS:Reports to the University Records Manager. Works independently under minimal supervision. Maintains close working relationships with PARC staff members, Technical Services, Library Facilities, Library Finance, Campus Mail, UBC departments and external vendors. Independent action will be required during manager’s absence with decisions based on established policies and procedures.WORK PERFORMED:RECORDS MANAGEMENT1. Under direction from the University Records Manager, coordinates the review of unscheduled material, the application of records schedules, and the appropriate disposition of university records.2. Works with University units to determine, coordinate, and carry out Records Management activities.3. Responsible for liaising with the University Records Management Program and Library PARC, as well as other units, to ensure the best possible records management is provided to the University.4. Facilitates disposition actions, including confidential shredding, records storage, and archival retention; which may involve boxing, labeling, and arranging for pickup/retrieval or other services as required.5. Oversees the disposition of records (confidential shredding, recycling, or transfer to Archives).6. Sets up and maintains customer accounts in the records management system.7. Generates invoices on monthly basis and processes payments in Workday on quarterly basis. Liaises with Library Finances on payment issues and fiscal year end reports. Obtains updates of invoices paid with cheques and direct deposit.8. Provides records management disaster response assistance to recordkeeping emergencies.RECORDS STORAGE1. Performs receiving duties for incoming items which includes assessing, organizing, processing and loading items into PARC storage. Inspects for contaminants, makes decisions on the condition of items and determines if remediation is required prior to storage. Contacts restoration company if remediation required, and arranges for service.2. Uses records management software (O’Neil RS-SQL) to track incoming and outgoing storage boxes as well as any transfers within the PARC unit. Barcodes boxes, files, tapes and other materials.3. Identifies and resolves discrepancies between the box content description in the O’Neil system and what was received.4. Prepares items from PARC for delivery to requesting units. Coordinates the delivery service with Campus Mail and third-party courier companies.5. Schedules disposition of paper and digital media records with shredding service providers. Oversees the shredding processes and tidies up the loading bay/zone upon completion.6. Coordinates with vendors on equipment maintenance and purchases of supplies.7. Responsible for operating the order picker vehicle at heights up to 30 feet to retrieve and store materials in PARC.8. Troubleshoots operational problems. Consults with the University Records Manager as necessary, and if external consulting resources are required.OTHER DUTIES1. Maintains office equipment and clears jams.2. Records and reports work statistics. Compiles unit statistical data.3. Updates documentation and manuals.4. Performs other duties related to the qualifications and requirements of the job.EXERCISING JUDGEMENT/Consequence of error:Works independently under minimal supervision. Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete work assignments independently and judgment to determine which method are applicable to the situation. Consequence of error is potential loss of evidential or historic record. Errors in processing items to the PARC could result in the long-term loss of University records to an unknown location within the storage facility. Failure to properly inspect items for contaminants could result in the deterioration of University records. Understands and complies with the requirements of the University’s Occupational Health and Safety policy and ensures that all work is conducted in accordance with established procedures and Work Safe BC regulations. Organizational skills are essential to complete daily tasks as delays will cause a disruption in the workflow of many units.SUPERVISION RECEIVED:Reports to University Records Manager.SUPERVISION GIVEN:Explains work procedures and assists in the training of new or inexperienced staff and/or student assistants. Helps oversee the work of student assistants.MINIMUM QUALIFICATIONS:High school graduation, plus two year Library Technician diploma, plus three years of related experience or an equivalent combination of education and experience.– Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
– Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusionPREFERRED QUALIFICATIONS:Training/education in records management an asset. Knowledge of records management issues, access to information and privacy issues in an academic environment an asset. Ability to understand and apply records management policies, procedures and instructions with consistency. Ability to maintain confidentiality when handling records that contain personal information. Ability to type 40 wpm. Ability to use MS Outlook, Word, Excel, Database systems (inventory management system preferred) at an intermediate level. Ability to communicate effectively verbally and in writing. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to maintain accuracy and attention to detail. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to work effectively independently and in a team environment. Ability to follow and carry out instructions. Ability to lift up to 20 kg of boxed materials and to push fully loaded records carts. Ability to tolerate heights (up to 30 feet) and be able to work for periods of time in a temperature of 15 degrees Celsius and a humidity of 35%. Training to be certified to operate the order picker vehicle will be required. Valid BC driver’s licence. Ability to work a 5-day work week and evenings and weekends as required.
Expected salary
$4449 – 4676 per month
Location
Canada
Job date
Fri, 26 Jul 2024 05:51:31 GMT
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