Job Description

Description:

Position Summary:
Corporate Purchasing is seeking a highly motivated and skilled records management clerk to join the Procurement Services Branch. The records management clerk will be responsible for organizing, maintaining, and overseeing the migration of official records within the Corporate Purchasing SharePoint repository. This role ensures that all records are properly named, categorized, assigned relevant metadata, and readily accessible according to established Branch records management guidelines. The records management clerk will also be responsible for developing and implementing clear, comprehensive process documentation to facilitate easy access to department records, ensuring compliance and consistency with Branch goals and organizational policies.


Key Responsibilities:
1. Records Organization and Classification:
o Organize and categorize official records within the department by renaming documents
according to established nomenclature requirements.
o Maintain accurate and up-to-date records inventories and ensure they are classified correctly for easy retrieval.
2. Metadata Assignment:
o Assign appropriate metadata to all records for tracking, retrieval, and archiving purposes.
o Ensure records are tagged with sufficient descriptive, administrative, and structural metadata in accordance with the Procurement Services Branch standards.
3. Process Documentation:
o Create and maintain comprehensive documentation outlining the processes for accessing, updating, storing, and disposing of records.
o Collaborate with departments to ensure process documents are clear, easily understandable, and align with legal, compliance, and operational requirements.
4. Records Access and Retrieval:
o Implement systems to facilitate the efficient retrieval of records.
o Train staff on the procedures for accessing and handling records in compliance with privacy, confidentiality, and organizational policies.
5. Compliance and Security:
o Ensure all records management practices comply with Procurement Services Branch records management requirements.
o Maintain a high level of confidentiality and security with respect to sensitive records and data.


Additional information to suppliers


Per worker model below this is an Onsite role.
Standard Hours of work are 8:15 to 4:30 MT with a 1 hr lunch break, Monday through Friday excluding holidays observed by the province. Minor adjustments to these working hours may be accommodated.
Location: 9820 - 106 ST NW, Edmonton, Alberta
The expectation will be for the resource to work from the office 5 days a Week. This position is unable to accommodate WFH at this time.


Incumbency:
Net new role


Standard Background check required.
The Supplier shall, prior to commencement of the Services, provide the Province, on its request and at no cost to the Province, with criminal record checks.


Mandatory Training Courses:
Once hired the resource will be required to complete all mandatory training which includes but not limited to Freedom of Information and Protection of Privacy Act, Security/Cybersecurity, Information Management, and Respect in the Workplace. There may also be other mandatory and/or optional training.


Anticipated Interviews dates
Interviews are estimated to be held in early April. This is an estimate only.
Refer to the Job Posting attachments for the proposed form of contract applicable to this Contingent Resource Request


Equipment requirements:
In the event that, the Contracted Resource is directed to work in-person, the Province shall provide the requisite office space, Computer, furniture and office supplies. The Province shall continue to ensure that the Contractor s resources have the necessary access and credentials to the Government of Alberta s system.


The fixed rate quoted must be inclusive of all overhead, office space and equipment, including supplies, administrative burden, mark-up, and all other costs to perform the Services for the duration of the Contract.


Scoring Methodology:
Financial/Pricing: 5%
Resource Qualifications: 20%
Interview Process: 75%


ALL REQUIRED EXPERIENCE MUST BE DESCRIBED IN RESUME UNDER THE JOB/PROJECT WHERE EXPERIENCE WAS ATTAINED.


EACH JOB/PROJECT MUST CONTAIN THE TERM OF THE JOB/PROJECT IN THE FORMAT MMM/YYYY to MMM/YYYY.

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Qualification

Additional Details

• Payment Terms : Y030 - within 30 days Due net|Y015
• Maximum Extension Term (Months) : 3

Qualification Assessment

Must Have Education

Yes/No - High School Diploma/GED.

Yes Work Experience

Duration - Experience in an Information Management environment working with records/documents

4 years

Yes/No - Experience with records management.

Yes Nice to Have Education

Yes/No - Records and archive management education.

Yes Work Experience

Duration - Experience using Microsoft SharePoint.

4 years

Duration - Experience with the use of Central Administration on a SharePoint environment.

4 years

Duration-Exp with Power BI reporting and SQL Server Analysis...

2 years

Job Tags

Holiday work, Contract work, For contractors, Work experience placement, Monday to Friday,

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