Records Associate – Quantum

Title of the Job: Records Associate

Location: Toronto, ON

Job Description: Position: Records Associate
Location: Downtown Toronto (walking distance from Union Station) 5 days onsiteWe are currently seeking a highly skilled Records Associate to join our client’s team. This is a full-time position, Monday to Friday, 8:30am to 5:00pm, offering the opportunity to contribute to critical records management processes in a fast-paced environment.As a Records Associate, you will be responsible for handling both physical and electronic records, utilizing advanced Excel skills for data analysis, and managing the retrieval, organization, and disposal of records. You will interact frequently with internal and external stakeholders, ensuring the accurate application of retention schedules and legal hold requirements.Key Responsibilities:– Use file tracking software to locate, retrieve, and distribute hard copy records, updating software with current location details.
– Generate management reports based on specified search criteria and perform in-depth analysis on both structured and unstructured data to determine disposal eligibility.
– Review disposal reports against retention schedules, produce reports for management, and ensure records subject to legal holds are appropriately retained.
– Create and navigate complex Excel spreadsheets, using formulas such as VLOOKUP and Conditional Formatting to filter and analyze data.
– Prepare and organize physical files for archive storage, adhering to client procedures and managing records in file tracking software.
– Utilize third-party vendor software to manage retrieval and return of records from archive storage, run management reports, and place orders.
– Periodically audit and update records within file tracking systems, ensuring accuracy and compliance with client policies.
– Scan documents to electronic format as needed, maintaining proper naming conventions and organization on designated drives.
– Ensure timely completion of all tasks, especially those involving sensitive or confidential information.Job Requirements & Qualifications:– High school diploma or equivalent required.
– Minimum of two years of records management experience with significant experience using records management software.
– Advanced proficiency in Microsoft Excel (e.g., VLOOKUP, Conditional Formatting).
– Strong attention to detail with an emphasis on accuracy.
– Ability to manage multiple tasks and meet tight deadlines.
– Strong verbal and written communication skills.
– Must be able to lift up to 50 lbs regularly and stand for extended periods when required.
– Experience with scanning and basic technical troubleshooting preferred.
– Excellent customer service and interpersonal skills, with a proven ability to work well in a team environment.Desired Skills:– Exceptional organizational skills and punctuality.
– Ability to work independently with minimal supervision.
– Knowledge of reproduction equipment for file scanning.This is an excellent opportunity for a detail-oriented individual with a background in records management to join a dynamic team. If you meet the qualifications and are ready to take on a challenging role, we encourage you to apply!How to Apply:Please submit your resume and a cover letter detailing your experience and suitability for the role to Morgan McKenzie at [email protected]. Only those selected for interviews will be contacted.REFER AND EARN A $50 GIFT CARD! For more details, click here.
OUR VIRTUAL DOORS ARE OPEN! We’re also bringing the interviews to you by various web applications, virtually! Contact us today for your next opportunity.Services de Gestion Quantum LtéeDepuis sa fondation à Montréal en 1968, Quantum a acquis une renommée enviable et est devenue le partenaire de ressources humaines de choix des entreprises privées ou du domaine public. Notre mission d’excellence et notre engagement indéfectible…

Company Name: Quantum

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