Job Description & How to Apply Below
Department: Opportunities and Social Development
Location:
HALIFAX
Type of Employment: Permanent
Union Status: NSGEU - NSPG
Closing Date: 08-Oct-26 (Applications are accepted until 11:59 PM Atlantic Time)
About Us
At the Department of Opportunities and Social Development (OSD) , we are a large and diverse department providing a broad portfolio of programs and services including Child and Family Wellbeing (CFW), Employment Support Services(ESS), Income Assistance (IA), Homelessness and Supportive Housing, and Disability Support Program(DSP).
Through our services, we advocate and help vulnerable Nova Scotians be independent, self-reliant, and secure. We work collaboratively across the province with a strong dedicated network of supports and staff, to achieve desired and shared outcomes for all.
About Our Opportunity
The Central Registry Clerk provides administrative and clerical records services that support the Department’s Central Registry daily operations under the direction of the Records Analyst 2. The role helps maintain integrity, accessibility, security, and accurate tracking of physical and electronic records while delivering responsive service to departmental clients.
Working within established legislation, policies, procedures, and records schedules, the Clerk creates, retrieves, returns, files, inventories, scans, and tracks records; supports storage, reactivation, disposition, litigation and information-access searches; and contributes operational knowledge and supports records digitization projects and File Net initiatives.
Primary Accountabilities
Monitor the Central Registry shared email account and respond to routine records enquiries and service requests from Head Office and regional offices.
Create new physical record folders and update record categories, metadata, descriptions, locations, status, and other authorized information in File Net or related tracking tools.
Process file retrieval, search, charge-out, return, check-in, filing, and reactivation requests, maintaining accurate tracking information at each stage.
Conduct assigned records searches, prepare search reports, and retrieve records in support of FOIPOP, litigation, discovery, Adoption Disclosure, and other authorized business requests.
Prepare records for off-site storage by assigning box numbers, reviewing inventory information, supporting transmittal documentation, and updating databases and box lists.
Assist with records disposition activities by identifying eligible files, pulling records, checking inventories, and preparing supporting administrative documentation for Records Analyst review.
Inventory physical records, enter folder descriptions, replace damaged folders, complete shelf checks, reorganize files, and help maintain orderly and accessible storage areas.
Scan and transcribe historical, fragile, or requested records; perform quality checks; apply approved naming practices; and maintain security during digitization work.
Maintain routine access lists, program contacts, supply stocks, and other operational records used to deliver Central Registry services.
Participate in cross-training, procedure updates, File Net or electronic records management projects, and other assigned Central Registry initiatives.
Provide backup support to other Records Clerks and perform related duties as assigned.
Qualifications and Experience
To be successful in this role, the applicant will have at least three years of related administrative, clerical, records, registry, filing, or information-management experience. An equivalent combination of education, training, and experience may be considered.
You also have:
Experience working with physical and electronic records management systems such as File Net.
Experience in applying…
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