Records and Information Analyst

About BCFNJC:

Empowered by the First Nations Leadership Council and in partnership with the provincial and federal governments, the BC First Nations Justice Council (BCFNJC) is responsible to 204 First Nations in BC. Our mandate is to reduce the overrepresentation of First Nations Métis and Inuit people in the criminal justice system and the child protection system, and to support Nations as they move to sovereignty over justice.

The BCFNJC is growing rapidly. Indigenous people in BC deserve world-class legal services and programs. To this end, we are seeking team members who share our vision, understand the gravity of the work, are excited by the opportunity and will not stop until we reach our goal. We take our mandate seriously but also strive for a balanced, caring work environment that is respectful and supportive.

Position Summary:

Reporting to Information Management, the IJC Records and Information Analyst is responsible for leading records management initiatives and overseeing daily operations of the various information management systems within the Indigenous Justice Centres (IJCs). The position identifies, analyses, and resolves technical and records management issues related to the implementation and use of the information systems by providing system/database technical support tailored to the unique needs of the IJCs. This role works closely with both the Information Management team and the IJC team in conducting quality assurance testing, developing system procedures and providing individual and group training and support across the IJCs on the use and maintenance of the information systems. The role acts as a guardian of the IJC’s data, supporting its accuracy, security, and usability for strategic decision-making and operational efficiency in alignment with policies and procedures. The position promotes the use of information systems (supporting management for records and information assets in all formats including electronic, paper, and archival systems and throughout the records lifecycle) and provides expertise and advice to the IJCs regarding records information systems, data management, and records management practices.

Job Duties and Responsibilities

• Develops, recommends, and implements strategies, as directed, for maintaining sound records management practices, including optimizing storage, retrieval, archiving and secure destruction of records processes.
• Supports IJC data strategy in alignment with IJC evaluation frameworks, and mature data governance practices as required.
• Develops and configures data collection infrastructure in case management systems in collaboration with client-facing teams, supports training on consistent use of these systems.
• Identifies, analyses, and resolves technical and records management issues related to the implementation and use of the information management systems within the IJCs.
• Administers records management reporting needs. Maintains existing system reports and develops ad-hoc reports when requested, including statistical, quality audit, security and archiving reports, liaising with BCFNJC’s Data Analyst for advanced reporting requirements as needed.
• Leads the implementation and maintenance, at the direction of the IJC Leadership Circle, of the IJCs’ records management system, digitization, metadata standards, and information management projects to meet regulatory and business requirements.
• Assigns or reviews document classification to ensure consistent application of the electronic records classification system compliant with organizational policies and aligned with best practices.
• Supports intake for Access to Information requests, including responding to applicants, providing guidance to staff and estimating time required to locate and prepare information packages to support the Personal Information Protection Act (PIPA) and any other applicable legislation, in collaboration with the Clinical Legal Director.
• Successfully communicates all records and information management concepts, processes, and instructions as part of the IJC team.
• Administers the daily operation of the information systems, including monitoring for quality assurance, auditing, and correcting errors in the system, ensuring current policies and procedures are adhered to in order to maintain the confidentiality and security of the information, implementing best practices to enable secure, reliable and authentic documentation of IJC activities, establishing, and maintaining security groups to ensure BCFNJC IJC staff have the appropriate records to support their roles in the organization, and applying the appropriate permissions to folders to ensure document security and accessibility.
• Evaluates and recommends platform choices for emerging records management needs within the IJCs. Performs system configurations, testing, and quality assurance for all IJC records systems.
• Creates ways to further automate and simplify information and records management processes and systems in order to improve services or reduce costs. Similarly, seeks ways to integrate records management into business systems and processes.
• Regularly trains and supports IJC staff on information management best practices, including the use of electronic records management systems through relationship building, knowledge management, troubleshooting, learning management tools, and remote sessions as required.
• Sources, develops, delivers, and maintains current, user-friendly training and education materials for publication on internal systems as they relate to information management in the IJCs.
• Provides guidance on records and information management to ensure compliance and efficiency across the IJCs to the IJC Leadership Team, and when directed, to the IJC team.
• Uses tools and methodologies to capture data, create data models and reports.
• Implements and adheres to appropriate change management policies, data security, and information management policies.
• Collaborates with Information Technology (IT) and other departments to implement and manage information management systems that intersect with IJC activities.
• Performs other related duties as assigned.

Qualifications & Work Experience:

• Degree, diploma, certification in Information Management, Library Science, Archival Studies, Business Administration, or equivalent work experience in the field of records and information management.
• Considerable related experience in designing, implementing, supporting, and administering complex, organization-wide information systems.
• Sound experience in providing training to adult learners.
• Has a strong awareness of information, access, privacy legislation, and the First Nations Principles of Ownership, Control, Access and Possession (OCAP®), and solicitor-client privilege
• Knowledge of data analysis services including Business Intelligence (BI) Reporting, Excel, PowerQuery.
• Understanding of data security, information management principles.
• Operational understanding of a Law Firm, community support organization, and/or not-for-profit society.
• Knowledge of Provincial and Federal Government funding and reporting requirements/regulations.
• Understanding of data handling and custody, document distribution, storage, records, and information management.
• Understanding of various information systems
• Experience with cloud-based survey platforms and data capture form building tools.
• Effective verbal and written communication skills, including the ability to develop and deliver presentations.
• Strong attention to detail and problem-solving skills.
• Strong organization, file management, and stress management skills
• Work collaboratively in a team environment
• Ability to prioritize tasks, multitask and manage time in an effective manner.
• Ability to communicate well with people with a broad range of comfort with digital, technical or data concepts.
• A clear criminal reference check (CPIC) and Vulnerable Sector Clearance will be a condition of employment.

Job Title: IJC Records and Information Analyst

Reporting: Counsel, Information Management

Location: Remote or Hybrid BC

Pay Range: $70,000 to $90,000 annually

Benefits: Extended benefits package that includes extended health and dental, personal days, paid vacation, and RRSP/TFSA savings plans

Hours: Full Time (35 hours/week); Monday to Friday