Records & Document Administrator (Properties) at BC Hydro

What you'll do

* Acts as a resource to staff on the regulations associated with Freedom of Information and Protection of Privacy Act (FOIPA) and the quality control program as it relates to the release, creation and disposition of information.

* Maintains the electronic document management system including troubleshooting and resolving user level system issues, testing and may participate in software development initiatives to meet the needs of the Strategic Business Unit (SBU) as required.

* Co-ordinates the implementation of approved systems; writes procedures to document changes to current work practices; monitors the effectiveness of manual and automated systems and procedures; and identifies problems and potential impacts and reports findings to Manager/Work Lead.

* Acts as a support person to the Freedom of Information Coordinating Office.

* Maintains liaison with both internal and external client groups; provides demonstrations and training on the electronic document management system to BC Hydro groups including staff, contractors, consultants and vendors.

* 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; and providing 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. May include archiving and other types of information migration duties.

* 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.

* Performs some or all of the duties of the Records & Information Management Assistant job.

* Performs a variety of administrative support functions relating to special and other information requests such as assembling and examining a variety of records in all formats for completeness, clarity and relevance.

* Performs duties of a minor nature related to the above duties that do not affect the rating of the job.

What you bring

* High School graduation.

* Two (2) years of experience in the Records & Information Management Assistant role or an equivalent administrative role focused on records and information management.

* Experience working or completed courses in records management is an asset.

* Experience working with large complex projects.

* Experience with internet/intranet operation, applications and providing customer service in a large complex organization is preferred.

What else you should know

* These are two Group 7 MoveUP Full-time Regular (FTR) opportunities on the team based at our Dunsmuir location in Vancouver.

* This role is 'Resident' position which means you will work in the office five (5) days a week.

* This role is within the Real Estate, Planning & Project Delivery Group in Properties, and reports to the Information Management, Analysis and Process Improvement (IMAPI) Manager. IMAPI provides direction and expertise for managing Properties' information assets and manages the Properties Information Management System (PIMS).

* Works in a normal office environment. Occasional travel to other BC Hydro facilities. May work in warehouses and other storage areas that may be dusty or moldy.

* Regular lifting of moderate (up to 40lbs) weights (such as archiving boxes).

* Strong customer service with the ability to support client needs and to respond effectively and timely to requests and enquiries.

* Ability to communicate effectively with staff, contractors, clients and managers.

* Working knowledge of documents/records management concepts, policies, procedures and systems (e.g. FileNet).