Assistant Records Supervisor

Role Responsibilities

Bring your leadership and organizational expertise to a role that strengthens the administration of justice. The Court of King's Bench is seeking an Assistant Records Supervisor to lead records operations, support staff development, and ensure the secure and efficient management of court information in a fast-paced environment.

Working within established guidelines, your main responsibility is to coordinate record retention/ disposition/ data entry/search requests/ list prep for Court of King’s Bench Civil, Family, Divorce, Criminal, and Surrogate/Bankruptcy court, in order to ensure optimum use of available filing space and quality assurance measures. 

Your are responsible for the direct supervision of Admin Support 3 classification positions and responsible for identifying any FOIP issues relating to administration files.

Your duties and responsibilities include but not limited to are:

• Liaise with Managers at various court levels to assess present file space requirements and forecast future requirements as they relate to records retention.
• Develop and implement improved records information retrieval systems.
• Assign and prioritize tasks to ensure efficient handling of data entry, search requests, and administrative duties.
• Monitor workloads and redistribute tasks as necessary to meet deadlines.
• Set performance expectations and ensure team members understand their responsibilities.
• Facilitate communication between the team and management regarding updates, changes, or new initiatives.
• Track and evaluate team performance against established goals and benchmarks.
• Conduct regular performance reviews and provide constructive feedback.
• Act as assistant FOIP (Freedom of Information and Protection of Privacy) Representative.
  
  

Knowledge, Skills and Abilities:

• Knowledge of Public Records Authorities and Schedules and Alberta Rules of Court.
• Knowledge of various Provincial and Federal Statutes as they relate to record retention/disposition and document filing.
• Communication skills (verbal and written).
  
  

The Job Description is provided for Further details on this position.

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

As a successful candidate you will possess:

• CREATIVE PROBLEM SOLVING – Creative problem-solving abilities will allow you to identify and create innovative solutions to address needs and challenges for Alberta, such as filling information gaps, publishing, etc.
  
  
• AGILITY – You readily adapt to changing communication and information needs and priorities in the Section/Branch/Ministry. 
  
  
• DRIVE FOR RESULTS – You will provide maintenance and delivery of Section and Branch information products and ensure that work aligns with ministry objectives and clients’ needs. 
  
  
• BUILD COLLABORATIVE ENVIRONMENTS – Working closely with others, you will act as a trusted resource to build and maintain relationships and ensure the delivery of timely and quality information and analysis.
  
  
• DEVELOP SELF AND OTHERS – You are committed to lifelong learning and desire to invest in the long-term capability of yourself and others.

Qualifications

Required:

• High School Diploma and three years of related experience and demonstrated knowledge of Microsoft Office Suite including SharePoint, Word (editing and formatting), Outlook (scheduling meetings, e-mail distribution lists, etc.) and Excel is required.
  
  

Assets:

• Experience providing administrative support to an executive office.
• Education in related field would be an asset.
• Certification or training in M365, Office and Microsoft Teams.
• Experience with drafting correspondence and using SharePoint. 
• Experience with performing records management, event coordination and Minute taking.
• Experience providing direction, guidance, and supervision to multiple staff.
• Experience with 1GX, CASES/JOIN and processing Invoices.

Equivalency considered on the basis of:

• 1 years of education for 1 year of experience; or
• 1 year of experience for 1 year education.
  
  

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification.

Notes

• This is one full-time permanent position located in Edmonton.
  
  

Hours of work: 36.25 hours a week.

• Final candidates will be required to undergo a criminal records check (CRC).
• Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. 
• Out-of-province applicants can obtain the required documents/checks from the province they currently reside in. 
   

Links and information on what we have to offer:

•  Working for the Alberta Public Service 
• Public Service Pension Plan (PSPP)  
• Alberta Public Service Benefit Information 
• Professional learning and development
• Research Alberta Public Service Careers tool 
• Positive workplace culture and work-life balance.