Records Information Management System (RIMS) Coordinator

ABOUT WILLIAMS LAKE FIRST NATION (WLFN)

The Williams Lake First Nation (WLFN), or the T’exelcemc (people of WLFN) have belonged to the Secwepemc (or Shuswap) Nation for over 6500 years. Today, the WLFN community includes a growing population of over 800 registered members who live on reserve in Sugar Cane, in nearby Williams Lake, BC, and across the globe. 

We are Culturally Centered, Future Focused. WLFN provides staff with an excellent benefits package, RSP matching up to 8%, 3 weeks' vacation upon completion of probationary period, and many other benefits. 

Deadline for Applications: Open until filled. 

POSITION

Reporting to the Director of Member Services, the Records Information Management System (RIMS) Coordinator effectively carries out records management and general administrative tasks while providing excellent customer service.  The RIMS Coordinator uses a cordial and friendly approach in helping WLFN staff to understand the system and works to build effective relationships within the organization.

Employment Type

Permanent, Full-Time (35 hours per week).

Probation Period

3 months from the date of hire.

Education Required

• Grade 12 graduation

Experience Required

• Minimum 3-5 years administrative, clerical or records management experience.

Overtime Status

Non exempt.

DUTIES AND RESPONSIBILITIES

1. Implements a standardized file classification and numbering system and retention schedule for all documentation, correspondence, and records.


2. Transition to Laserfiche, Process Automation and Workflow Platform.


3. Works with supervisor concerning the appropriate creation, use, maintenance, and disposition of electronic records in the existing computer systems.


4. Trains staff in records management, helping them to understand the rationale behind the system.


5. Provides clear instructions and reference material (e.g., file number lists).


6. Transfers semi-active or inactive records including destruction in an orderly and periodic manner.


7. Identifies vital records including preservation of records with permanent value.


8. Classifies, files and records documents and other data according to RIMS cross referencing to other files, as necessary.


9. Coordinates a bring forward system and ensures follow-up dates are set for action in the future.


10. Ensures legal retention requirements are built into the system.


11. Transitions paper files to electronic storage following the classification system.


12. Coordinates a file sign-in and out procedure for files removed from the central file area.


13. Designates “Office of Primary Responsibility” for records that are shared between departments.


14. Undertakes continuous education and training of staff.


15. Ensures proper safekeeping of records is undertaken including fireproof cabinets, off-site storage for electronic data, confidential storage for sensitive documents and process for file destruction.


16. Provides recommendations for changes to the RIM program, the technology to support the program and other related needs.


17. Supports the mission, vision, and values of Williams Lake First Nation.


18. Contributes to the WLFN’s ongoing success by accomplishing other duties as required or assigned.

Preference will be given to those of Aboriginal Ancestry - per Section 16(1) of the Canadian Human Rights Act.

We thank all those individuals who applied. Given the large number of applicants we receive for our job postings, only those selected for an interview will be contacted.