Records Management Assistant

Job description

About Musqueam We are traditional hən̓q̓əmin̓əm̓ speaking people. Today, we are a strong, growing community of over 1,300 members. We live on a small portion of our traditional territory, known as the Musqueam Indian Reserve, located south of Marine Drive near the mouth of the Fraser River. The name Musqueam relates back to the River Plant, the name of the plant is məθkʷəy̓. There is a story that has been passed on from generation to generation that explains how we became known as the xʷməθkʷəy̓əm (Musqueam) - People of the River Plant. We have always moved throughout our territory using the resources it provides for fishing, hunting, trapping and gathering. We remain distinct and our cultural practices are strong, despite the devastating impacts of residential schools, colonial laws banning our ceremonies, and other attempts to assimilate our people. Our lands and waters continue to support our cultural and economic practices while serving as a source of knowledge and memory, encoded with our teachings and laws. To learn more about Musqueam, please visit Position Summary: Reporting to the Archives and Research Manager, and under the supervision and direction of the Records Manager, the Records Management Assistant is responsible for supporting Administration’s records management program. Records management is a foundational aspect of governance: MIB records are vital to informed decision-making, instruments of accountability and transparency to the community we serve, and collectively represent the memory of the organization. The Records Management Assistant supports effective records management by assisting in the development of polices and procedures; updating and maintaining the file plan; coordinating off-site records storage deposits and retrievals; facilitating on-site records storage movement; executing records projects as directed; and fulfilling records requests. Duties: • Assists the Records Manager in the development, implementation, and maintenance of records management policies, procedures, and guidelines • Assists with the deployment and maintenance of an organization-wide file plan (e.g., staff interviews, file plan updates, retention/disposition schedule research) • Completes records management projects under the direction of the Records Manager (e.g. records digitization, inventories, filing, movement of records to/from off-site storage, shredding, metadata entry, transcription, grant writing, research, and other projects as assigned) • In conjunction with the Records Management team and IT, works on the development and implementation of an organization-wide EDRMS to support robust information governance • Participates in broader Archives and Research team information management initiatives and projects • Coordinates off-site storage deposits, processes and tracks off-site storage retrievals, and maintains metadata in an off-site records storage database • Facilitates on-site records storage movement and reorganization projects • Promotes records management principles, develops training materials, and provides training and ongoing support for MIB staff • Responds to records/information requests and produces reports in a timely and confidential manner • Other duties as required Job Knowledge: • 2 years of experience and a Master of Archival Studies (MAS), or another graduate degree with an Archival Studies/Records Management specialization from a recognized university archival/records management education program, or an equivalent combination of experience and education (e.g. Certified Records Manager) • Familiarity with SharePoint/Teams/MS Office 365 applications and their records management features and implications preferred • Knowledge of the Musqueam Indian Band and/or experience working with First Nations is preferred; knowledge of the Musqueam Indian Band’s government structure/business processes is an asset • Desire to learn hən̓q̓əmin̓əm̓ is an asset • Strong written communication skills for writing reports and training/information materials; excellent interpersonal and communication skills to exchange information and build relationships in a manner consistent with Musqueam’s cultural values; able to use tact and good judgment in dealing with sensitive and complex issues • Self-motivated; able to work independently and flexibly deliver under pressure in a quickly changing environment with shifting workload and priorities; able to independently identify and escalate issues to the Records Manager as appropriate • Detail-oriented with excellent organizational and problem-solving/analytical skills • Able to manage a repetitive workload and retain high processing speed and quality • Advanced computer skills required; ability to learn new materials and technology without instruction • Respect for confidentiality of Administration and Community information and records, familiarity with the principles of OCAP Working Conditions: • Work is performed in an office environment • Must be able to lift and move 18 kilograms