Records Assistant I - Canadian Nuclear Laboratories (Pinawa, MB)

Position Number: 240217
Classification: Full-Time
# of openings: 1

Are you looking for a role that will challenge you?

Our Whiteshell Laboratories (WL) site located near Pinawa, Manitoba is looking for a Records Assistant I for the WL Performance and Quality department. The Records Assistant provides general records management and document control services to ensure Canadian Nuclear Laboratories (CNL) information assets are managed in accordance with well-defined policies, procedures, processes, and practices in order that records may be retrievable in the future to support department requirements. Does this pique your interest? If you answered yes, then this may be the job for you!

What will you be doing?

Document Control

Completing quality check of documents according to quality assurance checklists to ensure compliance with IM requirements.
Organizing, prioritizing, assembling, editing, and formatting technical reports to make them consistent, accurate and valuable.
Expedites reports, when required, to customers before the established deadlines.
Implementing internal quality controls as well as security measures for the records management system.
Enforcing controlled procedures, processes and practices for the creation, review, modification, distribution, and accessibility of documents.
Providing general assistance to staff by issuing and/or filing correspondence.
Processing and performing data entry into a database or electronic filing system.
Maintaining hard-copy and soft-copy filing systems.
Providing backup support to other sections or other roles within the same section.
Applying, modifying, and removing liens on documents within ATOM.
Maintaining confidentiality in all matters.
Taking on special assignments when required.

Customer Service

Acting as the main contact to answer routine questions, obtaining and providing information to stakeholders within and outside the organizations ensuring timely and accurate response.
Providing guidance and support to other department employees on the records management and information systems.
Providing resolution and training.

Archivist / Historical Records Management

Coordinating the storage of records off-site and researches and retrieves inactive information.
Ensuring timely and efficient access to, and retrieval of, records.
Inspecting records periodically to ensure their continued protection.
Identifying inactive, hardcopy records that no longer need to be retained on site.
Identifying records that are at their retention date and obtain authorization to dispose of the records.
Protecting records in their custody from loss, deterioration, unauthorized access and unauthorized destruction.

Continuing Education

Participates and maintains up to date, all safety and operational training offered through the company.
Assumes personal responsibility and is accountable for maintaining current skills by attending all training required by the site, viewing assigned videos, reading articles, and participating in seminars as required.
Shares learned knowledge and skills with peers.

Other Related Responsibilities

Identifying and reporting any real or potential safety hazards; wearing all safety equipment related to your position as well as participating in all safety-training offered through the facility.
Adhering to Workplace Safety and Health procedures, WHIMIS program; keeping current with practices; working in a prudent and safe manner and informing other employees if they are using unsafe work practices or equipment.

What we are looking for:

Someone who has the ability to:

Identify discrepancies and errors in formatting and coding of documentation as well as any inconsistencies in metadata and records.
Possess oral and written communication skills to relay information one-on-one to interpret existing procedures to customers and coworkers.
Interact with tact and courtesy in dealing with internal customers.
Get and maintain Level 2 Security Clearance.
Work towards the Records Management Certification.
Show initiative and judgement to organize and maintain flow of work and accuracy of records.
Be punctual, dependable and safety minded.
Be detail oriented with the ability to meet deadlines.
Possess exceptional organizational skills, able to prioritize and use time management skills.
Understand detailed information is essential.
Demonstrate responsibility and is accountable for accurately handling the details associated with one's work.
Be conscientious about accuracy.
Adapt to a changing environment and respond with initiative.
Use excellent interpersonal communication skills and proven ability to maintain successful working relations at all levels within the organization and with external stakeholders.
Resolve discrepancies in the inputting of information in an electronic (EDRMS) database according to procedure.
Seek advice from senior staff.
Troubleshoot situations and work with peers and other stakeholders to resolve issues in a timely manner.
Use initiative and apply judgement in an environment of changing and often conflicting priorities.
Work with minimal supervision.
Work extended hours and off normal shifts to support project needs.

Experience:

One year of related experience.
Knowledge of Microsoft Office Suite and Adobe to filter reports, capture documents in PDF format, format documents and prepare them for archival, modify existing procedures and create flowcharts.
General knowledge of the internal database to search, validate, issue, archive and process documents.
General knowledge of company and divisional standards of document control, records management and archival of project records and their associated documentation.

Education:

Secondary school (Grade 12) with 1-2 years of related experience or college diploma.

Security clearance eligibility requirement:

Level 2 Secret which has a minimum requirement of 7 years of verifiable history in Canada, Australia, New Zealand, United States and/or the United Kingdom. CNL implements security screening in accordance with the Treasury Board of Canada Secretariat "Standard on Security Screening" and the "Policy on Government Security".

Working Conditions:

Must possess normal physical agility necessary to perform all aspects of the work that involves bending, lifting, and mobility.
Visual concentration for reviewing documents.
Sitting at computer for continuous periods of time.
Must be capable of wearing and working in protective clothing and using equipment as required.
Frequent intermediate duration standing (copier, filing, scanning).
Occasional short duration lifting required for boxes of records (approximately 10 kg) and rolls of paper (up to ~20 kg).
High traffic, office concept with a reasonably high level of computer-based work.
May be required to perform overtime.

Why CNL?

Does working with a team across Canada to advance nuclear science and technology for a clean and secure world speak to you? We're reinventing ourselves to be the pace setters, so we can lead the charge in solving the problems that matter, like building the next generation of clean nuclear and hydrogen energy solutions, developing new and better-targeted cancer treatments, and continuing to lead the world in environmental remediation.

Compressed work week! You get to work hard and enjoy more time with your family and friends. Work-life balance is an integral part of our overall health and well-being; at CNL, we value this.

We offer a complete total rewards package:

paid time off (vacation, sick, floater & personal days);
benefits effective day one, that's right no waiting period;
tuition support;
and a pension!

Do Our Priorities Resonate with You?

Clean energy for today and tomorrow.
Restore and protect the Environment.
Contribute to the health of Canadians.

CNL's Whiteshell is located in the beautiful and historic municipality of Pinawa, Manitoba, approximately one hour by vehicle from Winnipeg, MB. Pinawa is an excellent choice for people looking for peace and tranquility and those who love the outdoors.

CNL is committed to providing an atmosphere free from barriers that promotes equity, diversity and inclusion in achieving our mission.

CNL welcomes and celebrates employees, stakeholders and partners of all racial, cultural, and ethnic identities.

CNL also supports a workplace environment and a corporate culture that is built on our Core Values: Respect, Teamwork, Accountability, Safety, Integrity and Excellence which encourage equitable employment practices and career prospects inclusive of accommodations for all employees.

CNL is committed to being an equal-opportunity employer. If you require accommodation measures during any phase of the hiring process, please indicate via our ATS when applying. All information received in relation to accommodation requests will be kept confidential.

CNL respectfully recognizes and acknowledges that the Whiteshell Site is located within the traditional territory of many Indigenous Nations, including those within Treaty 1, 3, and 5, and the homeland of the Red River Métis. CNL is thankful to have the opportunity to work on these traditionally and culturally significant lands and waterways.

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External job opportunities listed on mmfemployment.ca are provided as a courtesy and are not an endorsement by the Manitoba Métis Federation or Métis Employment & Training Department. Please connect directly with the hiring organization for specific information or questions when applying.

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