Job Description
Records Clerk (Government)
This role is part of the FOIP Unit within a government institution. It operates under FOIP legislation and aligns with the operational and strategic plans of FOIP Operational Services. The primary responsibility is to process FOIP requests efficiently and within legislative timelines. The role also involves office administration and financial transaction processing to ensure compliance with the Financial Administration Act.
What is in it for you :
- Hourly salary of $23.71.
- 3-month contract with a maximum extension term of 12 months.
- Full-time position : 36.25 hours per week.
- Weekday schedule from 8 : 15 am to 4 : 30 pm.
- 1-hour lunch break.
- On-site work in a dynamic environment.
- Join a passionate and inclusive team of professionals.
Responsibilities :
FOIP Request Processing :
Monitor all requests received via hard copy and the FOIP System Public Portal.Prepare draft correspondence, including acknowledgment letters, requests for additional details, requests with no fee payment, and notifications of closure or routine disclosure.Review all correspondence and request information for accuracy and completeness before forwarding to FOIP Operations or the general public.Work with the FOIP Coordinator to assign requests to the appropriate FOIP Advisor.Information Access and Records Management :
Create electronic files for all received requests, including supporting documentation.Work with program area agents to initiate record searches and document collection based on request scope.Monitor record searches to ensure timely completion and follow up with designated contacts as needed.Issue closure letters when no records match the request scope and ensure all documentation is included in the electronic file.Assist advisors with document conversion to PDF and upload responsive records to approved software for redaction.Financial Transactions :
Provide GPAS links to applicants for application fee payments if not received at submission, as well as additional fees determined by the advisor.Complete financial documentation and submit it to the supervisor in accordance with the Financial Administration Act.Office Administration :
Respond to general FOIP inquiries, including legislative timelines, and forward specific inquiries to the appropriate staff.Receive, review, and distribute office correspondence.Send applicant packages when electronic delivery is not possible.Maintain accurate inventory of FOIP requests and manage network shared folders for records retention.Perform other administrative duties, including cross-training with team members, as required.What you will need to succeed :
High school diploma or GED.1 year of experience in an information management environment working with records / documents.2 years of years of experience using Microsoft Office Suite tools.Post-secondary education in office administration or a related field (nice to have).1 year of experience within a Canadian public sector organization (nice to have).1 year of experience with information management concepts, privacy, and security issues (nice to have).1 year of year of experience in a role requiring customer service skills with clients (nice to have).2 years of years of experience in a similar role (nice to have).Why Recruit Action?
Recruit Action (agency permit : AP-2000003) provides recruitment services through quality support and a personalized approach to job seekers and businesses. Only candidates who match hiring criteria will be contacted.
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