Records Administrator, Case and Data Management, Professional Regulation (Hybrid, Toronto)

JOB PURPOSE :

The Records Administrator is responsible for the digitization of hard-copy materials obtained during the course of a regulatory matter, the processing and identification of metadata in the scanned images and the quality control of the digital image.

Prepares physical documents to be scanned and returns them to their original state to retain evidentiary value. Identifies key metadata associated with documents and accurately indexes these using scanning software.

Utilizes scanning and document viewing software to provide quality assurance of all scanned images. Also assists with the maintenance, access and security of all physical and digital evidence and other properties in possession of the Professional Regulation Division ("PRD").

QUALIFICATIONS REQUIRED :

• A college diploma, with additional courses related to office and secretarial procedures.
• Education or training in records management and / or computer hardware and software technology fields would be an asset.
• 2 years' previous office experience, preferably in a law office, with exposure to electronic and paper records management.
• Proficiency in word processing, spreadsheet and database applications.
• Strong keyboarding skills are required.
• Knowledge of office procedures and best practices with respect to records management and security.
• Proficiency in word processing, spreadsheet and database applications.
• Strong organizational skills related to maintaining record systems in a high volume, highly confidential evidence management environment.
• Clear, concise and articulate communication skills to effectively respond to and transmit information to team members and other PRD staff.
• Must be able to regularly lift and carry the weight of 30 pounds consistently and stand for extended periods of time.

Proficiency in Windows, Microsoft Office, Adobe Acrobat Pro and other common office computer applications.

Knowledge of the digitization of hard-copy records, including the scanning of documents, processing of scanned images using Adobe Acrobat Pro and other similar software, applying Optical Character Recognition to scanned images and applying metadata to digital documents.

Client / Customer Service Delivery

• On a regular and ongoing basis, scans hard-copy documents and processes the digital copy, ensuring the scanned image is free of errors and other defects by performing thorough quality assurance procedures.
• Accurately applies necessary metadata information to the documents to be accessed by document management software.
• On an as-needed basis, maintains custody and control of evidence and property and the associated records through an evidence management system, including checking evidence in and out of the controlled areas, conducting inventories of stored evidence and property and participating in audits of the evidence management system to ensure chain of custody is maintained.

Team Membership

• Works closely with other members of the Case and Data Management team to ensure effective utilization of division resources.
• Follows specific instructions and established procedures.
• Engages in problem solving with other team members to continuously improve workflows and departmental effectiveness.

Special Projects and Initiatives

• Assists PRD staff with the effective digitization of documents and maintenance and security of the other electronic evidence collected during the course of an investigation.
• May undertake special projects and tasks as assigned from time to time.

The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement.

Work arrangements will be determined by role and departmental requirements. The working arrangement for this position has been classified as hybrid, where the employee will regularly flex their work location between home and office.

The specific application of this will be communicated to applicants contacted during the recruitment process.