Records Management Specialist, Land Title and Survey Authority of BC, Victoria, BC

Location: Victoria, BC
Compensation: $37.16 hourly

The Land Title and Survey Authority of British Columbia (LTSA) is looking to hire a Records Management Specialist to join our Policy & Legal Services division in Victoria!
 
The Records Management Specialist position is included in the BCGEU bargaining unit (Grid 18). Applications will be accepted until August 13, 2024 till 4pm PST.

Who we are:
 
The LTSA is a publicly accountable, statutory corporation that manages BC's land title and survey systems. These systems provide the foundation for all real property business and ownership in the province.
 
We offer meaningful work in the public interest. In support of the Province’s 30-point housing plan, the LTSA built and launched the Condo and Strata Assignment Integrity Register as well as the Land Owner Transparency Registry, a first-of-its-kind registry.
 
We offer an innovative, customer-centric culture. We are not your typical land title registry—we are focused on technology and innovation. We are a national and global leader in the effective automation of property registration and through technology, we are reducing turnaround time for our customers (e.g., lawyers, notaries, land surveyors, etc.) while also improving the consistency, accuracy and efficiency of our services.
 
We believe in a hybrid of remote and in-office work and know you'll love our office as much as we do! Our employees can work either entirely in the office, or a hybrid of both remote and in-office. Therefore, applicants must currently live in British Columbia or have plans to relocate to British Columbia.
 
The Records and Archives unit exists to support the LTSA’s mission, mandate, and operations, working with subject matter experts across the organization to ensure the efficient, systematic control of  digital and analogue records, produced through operational and administrative functions, throughout their life cycle, from creation or receipt through processing, distribution, maintenance, preservation, and eventual disposal (when applicable). In addition to supporting efficiency and high productivity, the Records and Archives team ensures these systematic controls meet the organization’s legislative and business requirements.

The Records and Archives unit also leads the organization’s Digital Vault program whereby analogue records are digitized to provide increased access for internal teams and external communities. In addition, the LTSA provides direct access to First Nations in consultation with the Vault Records Advisory Committee.

Reporting to the Manager, Records and Archives/Corporate Records Officer, in Victoria, BC, the Records Management Specialist is an energetic, focused, and results oriented individual who is passionate about both digital and analogue records. Aligned with management direction, the Specialist is an organized, self-motivated, and pragmatic problem solver, who is flexible where the situation requires, whether this involves troubleshooting or hands-on work. The Specialist excels at defining clear processes and procedures, planning and organizing easy-to-use, intuitive, information architectures, and is at home with technology and records management platforms like SharePoint and Confluence. They are equally comfortable working with digital and analogue records, using electronic inventories to locate vault records, overseeing digitization projects, and using image management software.

The Records Management Specialist is mature, personable, and collaborative; they understand that records work is conducted in support of operational and administrative productivity and effectiveness, and they take a consultative approach with front-office teams to identify workable solutions that are efficient, intuitive, and effective. They are comfortable learning and using a variety of applications: document creation and collaboration systems; electronic inventory and image management systems; and business process mapping and procedure documentation products.
 
What you'll do:
Records Management:

• Understand relevant legislation (i.e., Land Title Act, LTSA Records Transfer Agreement, etc.) and corporate policies
• Review and update the LTSA’s records classification system and retention schedules
• Review and update the LTSA’s corporate records management policies
• Co-ordinate off-site retrievals/returns and the authorized destruction process for analogue records subject to retention schedules
• In collaboration with the Knowledge Management team, support SharePoint Online sites, providing advice and hands-on work related to information architecture, content capture and file migration, records classification, and search optimization
• Research, develop, and document  records retention and disposition strategies for digital record repositories (i.e., shared drives, email, Teams, M365, etc.)
• Develop, document, and oversee digitization projects: scanning standards; processes; and quality assurance
• Contribute to emergency preparedness, business continuity, and disaster recovery planning for digital records systems
• Maintain user guides for the image management system and create at-a-glance tip sheets for users
• Review, formalize, and document analogue and digital records processes and procedures
• On occasion,  provide support to the Historic Records Advisory Committee
• On occasion, provide coverage for the Archives Specialist
• Perform other duties as required

 
We encourage you to apply if you have:

Education and Experience

• University graduate degree in archival studies (MAS or equivalent)
• Minimum 3 years’ directly related experience
• Experience working with analogue and digital records in a records management and/or archival context
• Experience handling confidential and sensitive matters and dealing with members of the public

Knowledge, Skills and Abilities

• In-depth knowledge of records management and archival theory and best practices
• Passionate about forming projects, developing momentum, and delivering results to deadline
• Advanced time management and organizational skills including the ability to organize, plan, and work independently and with a team
• Ability to map business processes and document procedures
• Ability to write and communicate clearly, including drafting and delivering communication, presentations, and training to both internal and external stakeholders
• Ability to learn digital systems and enter and manage data
• Ability to conduct research and make informed decisions
• Ability to provide research services in-person and online

We are dedicated to transparency in our hiring process. A starting salary of $37.16 hourly (Grid 18, Step 1), is the rate associated with the classification of this position within the collective agreement. We are committed to fostering a safe, respectful, and inclusive workplace where all employees can share their diverse views, skills and backgrounds. Valuing employee diversity strengthens workplace trust and enhances our ability to innovate in service of our customers and partners. Our hiring practices reflect this and we are committed to ensuring that our workforce reflects where we live and work. Consider joining our team and being part of an innovative, inclusive and rewarding workplace.