All Manitoba Liquor & Lotteries employees may apply. Manitoba Liquor and Lotteries is committed to Diversity, Equity and Inclusion. We strive to hire a workforce that reflects the community we serve. Employment equity will be considered therefore applicants who identify as women, Indigenous people, members of racialized groups, and persons with a disability are encouraged to apply.

If you require an accommodation at any time during the recruitment process, please let us know how we can meet your needs.

Job Purpose

Reporting to the Program Manager, Records & Information Compliance, the Electronic Records Specialist serves as a key resource and provides expert advice specific to records and information management across Manitoba Liquor & Lotteries. This position will work collaboratively with internal stakeholders and partners in evolving and advancing records and information management to support effective use for compliance requirements, business needs, and organizational performance over time.

Job Responsibilities

• Maintainadministrativecontrolstoensureconfidentialityandlifecyclemanagementofallelectronic records held by the Corporation. This includes document security, access controls, user set up, classification, destruction verification, and retention schedules.

• Provide guidance, training, mentoring, and technical direction to employees across the organization.

• Monitor system performance and deliver timely resolution of incidents occurring within the electronic records management system.

• Perform records management configuration and administration in accordance with best practices regarding retention, sensitivity, information protection, and regulatory compliance. Identify and mitigate risks associated with information handling, including data breaches and losses.

• SupportwiththedispositionofelectronicrecordsinaccordancewithRecordAuthoritySchedules.

• ServeasaGovernmentRecordsOfficeronbehalfoftheCorporation.

• Serve as an electronic records backup to the Program Manager, Records & Information Compliance as required.

• Act as a resource and subject matter expert on a project or request basis to guide and support effective lifecycle management to help achieve organizational goals, preserve the integrity of information, and ensure that the organization adheres to all relevant laws and regulations.

• Partner with Information Technology Services to ensure that technical issues related to the electronic records management software are resolved satisfactorily.

• Work with Information Technology Services to resolve electronic records management system tickets.

• Provide customer service and troubleshooting to end users (staff)of the electronic recordsmanagement system.

• Prepare and deliver system demonstrations, training, presentations, communications, and documentation enterprise wide to validate business approach and develop the records management program.

• Maintain a strong working proficiency in MBLL’s electronic records management system and its operation.

• Track and report on all customer service and troubleshooting interactions with end users. Use the collected data to identify and analyze trends or system performance issues.

• Perform quality assurance inspections and reviews of electronic records inventory to ensure metadata associated with electronic records is accurate (e.g. create dates, numbering, indexing).

• Createandmonitorworkflowstoensure theyareprogressingasneeded.

• Designandadministersystemoutput reporting.

• Participateintheconfigurationandtestingactivitiesforelectronicrecordsmanagementsoftwareon an as required basis.

• Provide individual and departmental training virtually or in-person.

• Create and update training materials based on legislation or regulatory changes.

• Create and update training materials based on system update or changes.

• Work with Communications on records management news or system features that assist MBLL users.

• Coordinate storage and disposal of records as assigned by management in accordance with corporate Records Authority Schedules including:

  • Verify records boxes (contents, schedules, destruction dates) and submit corresponding paperwork as part of the transfer process to the Government Records Centre.
  • Facilitate arrangements with Warehouse to deliver scheduled records to the Government Records Centre for storage or destruction.

• Coordinate record retrievals from either temporary storage at Central Services or from the Government Records Centre and coordinate delivery to the requestor.

• Coordinate non-filed office paper program including:

  • Oversee and coordinate with all involved parties – including store managers and service provider – for scheduled pick up and destruction of non-filed office paper from city and rural liquor marts.

• Coordinate all procedures related to the non-filed office paper destruction program for the casinos, corporate offices, and liquor marts including the scheduling of shred bin pickups throughout the province and processing of boxes delivered to Central Services.

• Other related duties as assigned.

Primary Qualifications

• A bachelor’s degree in Computer Science, Arts, or Business Administration

• Two (2) year certificate programinCertifiedRecordsManager(CRM)orcompletionofone (1)yearof aMaster’sdegreeinArchival Studies.

• A minimum of two (2) years related experience, including applied knowledge of electronic records management software, records and information management concepts, standards and relevant legislative requirements.

• IntermediateskillsinMicrosoft365(Word,Excel, PowerPoint,Teams and Outlook).

• Excellentcommunicationskills,effectiveinterpersonalskills,strongorganizationandcomputerskills as well as demonstrated attention to detail.

• Ongoinganddemonstratedpreviousprofessionaldevelopmenttomaintaindesignationsandstay current with changes in the profession.

• Abilitytoestablishandmaintainworkingrelationshipswithalllevelsofinternalandexternal stakeholders, including the ability to collaborate and influence effectively.

• Abilitytodisplaytact,diplomacy,goodjudgement,andmaintain confidentiality.

• The core competencies for this position include achieving quality results, adaptability/managing change, communication, customer service, decision making and problem solving, integrity and building trust, teamwork and cooperation and valuing diversity. These competencies are deemed important for the success of the position and organization.

Secondary Qualifications

• Bilingual French/English language skills are an asset.

***Testing may form part of the screening/selection process. Employment Equity will be a factor in the recruitment process. Circumstances may arise where the bulletin may need to be withdrawn or the number of positions may need to be increased depending on the Collective Agreement.

We thank all interested applicants, however, only those selected for interviews will be contacted.

A Great Place to Work! Enjoy fantastic benefits with our Total Rewards package

Work/Life Balance and Wellness

• Discretionary Time: Up to 10 paid discretionary leave days per year, depending on bargaining unit. Employees can carry forward discretionary leave days each year for a total of up to 50 days.
• Hybrid Work Model for Eligible Positions: Remote/Office work for eligible positions.
• Flex Time: Flexible shifts and work hours for eligible positions.
• Maternity and Parental Leave: Top-up of E.I. maternity leave benefits to 93% of employee’s basic earnings for 17 weeks.
• Fitness Allowance Reimbursement, depending on bargaining unit: Up to $250 per year that can be used to cover gym memberships, fitness equipment, and more.
• Computer Purchase /Fitness Purchase Program: Interest free loans for employees purchasing computer equipment to increase computer literacy, learning, and professional growth, or to purchase fitness equipment for personal health and wellness.
• Diversity and Inclusion: Our Diversity, Equity and Inclusion Committee is made up of employees from across the organization who are passionate about bringing diversity and inclusion to life.
• The Together Project: At Liquor & Lotteries, Caring is part of our corporate culture - we care for each other, our partners, and our community The Together Project represents the charitable efforts of the corporation and its employees working together to enrich the lives of Manitobans. Employee charitable activities are eligible for reward benefits.

Vacation

• Accrue up to 10 paid vacation days per year during the first 2 years of employment.
• Accrue 15 paid vacation days per year after 3 years of employment.
• Accrue 20 paid vacation days per year after 5 years of employment.
• Accrue 25 paid vacation days per year after 9 years of employment.
• Accrue 30 paid vacation days per year after 19 years of employment.

Retirement Savings Plan

• Defined Benefit Pension Plan: Guaranteed lifelong monthly payment at retirement provides great security for employee’s long-term strategy.
• Voluntary Group Registered Retirement Savings Plan

Health Insurance and Benefits

• Customize your Plan: Choose from a variety of options to best fit your needs. Includes coverage for prescription drugs, vision, dental, ambulance, extended health options and more for you and your eligible dependents. Health Spending Account: Depending on the option you choose, you may receive up to $1,750 towards eligible medical or dental expenses.

Flex Credit: Depending on the bargaining unit and status, you may be provided with a Flex Credit amount to purchase some or all of Group Life Insurance, Accidental Death and Disablement Insurance & Dependent Life Insurance.

World-wide Travel Health Benefits

Employee & Family Assistance Program (EFAP): Free professional wellness support for employees and their immediate family member

Training and Development

• Educational Assistance: Tuition reimbursement for eligible employees.
• Training: Variety of courses and programs to support skill and professional development.
• Career progression: Internal job posting system that provides opportunities for a variety of career paths.
• Apprenticeship and skilled trade training: Programs offered in partnership with educational institutions such as RRC Polytech, the University of Winnipeg, and the University of Manitoba.

Discounts and Rewards

• Employee Rewards & Recognition Program: Points-based program recognizing employees for earned and nominated achievements such as long-service, going above and beyond, and community volunteer work.
• Discounts: Employees receive exclusive discounts from a variety of retailers, entertainment venues, and service providers.