Electronics Records Coordinator

Role Summary

The primary responsibility of the Electronic Records Coordinator is to maintain accurate and accessible records for internal company use. This is achieved by compiling, organizing, and scanning various document formats for upload into our electronic records system and maintaining detailed offsite storage of legacy records.

All Electronic Records Coordinators must utilize a high attention to detail when organizing files in accordance with policy & procedures, as well as address document requests from various teams. Provide training and demonstrations to other teams on the proper use, navigation, and benefits of accessible electronic records.

Primary job duties and responsibilities:

• Upholds the division and Olympia’s reputation and values, while promoting our motto “With Us, It’s Personal” in all interactions with employees, clients, and business associates

• Meet or exceed team service standards
• Prioritize and prepare documents for scanning into electronic records platform

• Complete redaction of confidential information
• Track and retrieve physical and electronic records on/off site, local network drives and cloud storage platforms
• Supply system navigation and file retrieval training
• Perform records destruction duties as directed by management
• Maintain confidentiality and security of personal records
• Actively participate in projects and team meetings
• Owns the execution of day-to-day operational activities to maintain effective and efficient service
• Flexible to perform various assigned tasks as requested by management and executives

Formal Education or Equivalent

• Completion of high school education is required
• Experience in Finance or related field of study is an asset

Years of Experience

• 0-1 years of administrative or records management experience is an asset

Competencies

• Ability to learn new software programs and internal operating systems
• Confident in making optimal decisions with sound independent judgement
• Strong attention to details, results oriented, with ability to problem solve
• Excellent organization and time management skills
• Ability to prioritize daily tasks
• Has good listening skills, observation abilities, and analytical thinking
• Must have excellent written and verbal communication
• Demonstrates flexibility and resilience in response to constraints, failures, and adversity
• Meets quality assurance and performance standards
• Displays and fosters integrity and honesty through the promotion of mutual trust and respect by treating others fairly and ethically
• Must have the ability to maintain professionalism in all situations

Specialized skills, knowledge, or certifications

• Requires a thorough understanding of the Anti‐Money Laundering (AML) policies and procedures
• Intermediate level with Adobe, Outlook, SharePoint, Excel, other Microsoft Office products and internet applications
• Experience with digital records management & scanning software is an asset
• Entry level understanding of how the Investment Account Services Division operates
• Successful completion of a Criminal Background check is required

Reasons why you should join Olympia’s team, and why Olympia has been selected as one of Alberta's Top Employers from 2011 - 2022:

• Olympia Financial established the Olympia Charity Foundation to allow employees to be directly involved in deciding how and to whom their charitable funds are donated -- the charity's main source of funds are employee donations, which are all matched by the organization.
• Olympia Financial offers a generous health spending account, equivalent to five percent of an employee's annual salary, to a maximum of $7,500.
• Health Wellness Account is a personalized wellness health program that provides employees with a taxable allowance to spend on wellness-related activities and products. The purpose of the plan is to promote employee wellness and expense categories include nutrition, fitness, personal development, and mental health.
• Employee Share Ownership plan available with company matching.

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