Records Assistant

Located within the traditional unceded territory of the syilx people, Westbank First Nation is a progressive and prosperous self-governing First Nation. The Okanagan Valley truly has it all, including a great climate, stunning scenery, world‑class ski resorts, golf courses, wineries and beaches.

Westbank First Nation values diversity and we are committed to creating a healthy, strong and vibrant community through programs and services that promote physical, mental, emotional and spiritual well‑being and healing. Come join our team and become part of an innovative and rewarding place to work.

The Records Assistant applies technical skills in the preparation, classification, scanning and indexing of documents using the Electronic Document Management System. The Records Assistant is responsible for operating digital image scanning equipment to capture quality, readable images efficiently and consistently while meeting all internal and external requirements, including Canadian legal and evidence standards.

• Records and Information Management or Office Assistant Certificate preferred
• One to two years’ experience with digital imaging scanners preferred
• Knowledge and experience with imaging, storing, arranging, indexing and classifying records is preferred
• Experience working within a First Nation Government/Community considered an asset
• Equivalent combination of education, training and experience may be considered

• Criminal Record Check with results acceptable to WFN
• Maintains a high level of confidentiality and uses discretion on all matters relating to the affairs of the Westbank First Nation.

• Performs imaging and digitizing activities in support of the Records and Information Management (RIM) Program and project objectives
• Operates the scanning equipment to produce quality, readable imaged files efficiently and consistently by following established procedures and quality control measures
• Prepares and classifies documents for scanning
• Scans and indexes documents using the Electronic Document Management System
• Ensures data consistency by following established data entry practices and conventions
• Updates and maintains paper and electronic files to ensure integrity and accessibility of documents as well as routing and distributing documents
• Analyzes, processes and distributes incoming and outgoing mail and originals that need to be retained
• Operates with competency the operation and routine maintenance of the scanners and associated equipment
• Performs routine tasks in order required and pays attention to detail and accuracy
• Identifies conflicting task instructions and notifies supervisor
• Analyzes and determines where a new automated workflow or revised business process would benefit a WFN employee or department
• Support the SRIM to develop, configure, and maintain automated workflows or business processes supported by the RIM department
• Supports all staff in learning to use the Electronic Document Management System by demonstrating proficiency in using the system, providing training, on call assistance and responding to questions from end users or redirecting to subject matter experts as appropriate
• Identifies, documents, and provides input to management related to business processes to improve the quality of the RIM program
• Provides advice and assists other departments in establishing and maintaining their records in a manner consistent with the centralized record system
• Applies written and oral instructions consistently
• Keeps records storage areas organized, clean and neat
• Demonstrates an excellent use of critical thinking and judgement while adhering to the Affiliation of Office and Confidentiality in accordance with section 4.3 of the WFN…