Account Associate

Location: Toronto, ON
Salary: $24.64/Hour
Duration: 12 months (Possibility of Extension)
Global opportunities for professional growth and development


Advantages
- Well known and reputable company
- Work in a highly interesting and impactful position within the global security sector.
- This role offers the possibility of extension and transitioning into a full-time role.
- Onsite position
- Monday to Friday 8:00am to 4:30pm

Responsibilities
Here are the principal duties and responsibilities:

1. Leadership:
o Lead the transformation of records management processes, especially in handling electronic and physical records.
o Serve as the subject matter expert on digital and non-digital records management issues.
o Keep senior management informed about operational requirements, legislative matters, and regulatory issues related to records and information assets.
2. Risk Management and Legal Compliance:
o Collaborate proactively with senior management to manage records/information assets effectively.
o Ensure compliance to record retention policies.
o Consult with senior management to align records management processes with the department enterprise architecture.
3. Policy Formulation and Implementation:
o Develop and oversee department and provide guidance for record-keeping.
o Align with strategic plans, company mandates and professional standards.
o Coordinate with record associates to ensure records creation, maintenance, use, and disposition comply with guidance and prescribed retention policies.
4. Effective Records Management:
o Promote best practices for records management throughout the department.
o Ensure effective controls are in place to safeguard all records.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:
• Utilize file tracking software to initiate search, locate and retrieve hard copy records from storage. Distribute file(s) to requestor while updating software with current location.
• Produce Management reports upon request utilizing search criteria provided by the requestor.
• Perform detailed analysis on both structured and unstructured data to determine eligibility for disposal.
• Review disposal reports against retention schedules and produce reports for Management review and approval.
• Compare disposal reports against legal hold reports and retain records as necessary.
• Create, organize, and navigate excel spreadsheets containing an abundance of data while utilizing various formulas including Conditional Formatting, VLOOKUP etc., to review the data.
• Prepare physical files for storage following Client’s procedures. Create records in file tracking software and attach electronically to appropriate archive box in the system before sending the physical box to archive storage.
• Utilize storage vendor’s software to place orders to retrieve records from archives, run management reports, send, and return records and boxes to archives.
• Where necessary, scan documents to electronic format using established naming conventions and forward electronically to requestor. Maintain a soft copy on designated drive.
• Periodically audit, edit and update records as necessary in file tracking software.
• Perform all tasks in a timely manner, while adhering to client policies related to sensitive and / or confidential documents and information.
• All duties as assigned.
• Must assist in providing services in all service lines in addition to primary role.
• Provides support to all Client Associate positions to facilitate client deliverables
• Provides backup and peak workload support
• Establishes support coverage schedules with Operations Managers and Site Leads
• Supports training of new employees, as required
• Supports administrative tasks, as required
• Communicates to Site Lead and Manager all process opportunities identified during support period
• Provides operational support for print, mail, courier and imaging equipment and operations
• Provides outstanding customer communications and client service
• Ability and willingness to learn and develop
• Travels to supported accounts using reliable dependable transportation
• Flexibility to adapt to various client environments in an organized and professional manner
• Ability to work in a team environment or single person environment with minimal supervision
• Able to lift and move up to 50 pounds

Qualifications
JOB REQUIREMENTS & QUALIFICATIONS:
• High school diploma or equivalent (GED) required.
• Minimum of two years records management experience with extensive experience working with a records management software required.
• Strong Computer Skills required, specifically advanced Excel skills.
• Attention to detail with emphasis on accuracy and quality of work product.
• Ability to prioritize work to balance multiple projects and deadlines.
• Ability to multi-task and work in a fast-paced team environment
• Excellent verbal and written communication skills
• Exceptional customer service skills
• Must be able to lift up to 50 lbs. on a regular basis.
• Must be able to work standing up for long periods of time when required.
• Knowledge and basic experience operating reproduction equipment, to scan files to electronic format.
• Experience solving basic technical problems.

DESIRED SKILLS:
• Good interpersonal skills and comfortable working in a team environment
• Excellent customer service skills
• Excellent organizational skills
• Ability to work with minimal supervision.
• Outstanding punctuality/attendance record

Summary
Interested in the role in Toronto? Apply online today!
Candidates moving towards the next step of the recruitment process will be contacted.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.