*This is a 6 month contract opportunity
Record Services Technicians are responsible for the accurate and efficient entry, retrieval, update, filing, and disposition of the active and semi-active records of Lifeco Canada companies (London Life, Great-West Life, Canada Life, and their acquired blocks of business) in the custody of the Record Centre or stored in numerous off-site storage facilities across Canada. Records in the custody of Record Services may be in multiple formats (paper, digital, microfilm). Technicians may also be responsible for providing imaging and indexing services to the Lines of Business.
Technicians are responsible for knowing all aspects of their role. In fulfilling any of these tasks, Technicians will be interacting with business clients via the request system database, by email, by fax and by phone. More complex requests may require more interaction and/or investigation, and so in-depth knowledge of our systems, processes, and records in our custody will be required.
The incumbent will have access to a workstation in an office area, but will need to be in the warehouse area frequently. While in the warehouse, exposure to heat, cold, dust and noise are increased.
- Physically prepare new paper files and cartons for entry; this may include creating file folders, applying labels, applying and validating barcodes
- Ensure all information provided by the business client is accurate, consistent and in the correct format, including classification, dates, carton contents and other metadata
- Ensure metadata for all new files and cartons is accurately entered into the records management system within our service level targets
- Ensure files and cartons are physically filed or transferred to their appropriate location within our service level targets, including transport to offsite storage vendors
- Process any required inventory data changes as required by business (e.g. merging multiple physical files)
- Maintain applicable records which support the inventory data entered into the system
Requests and Re-files
- Retrieve requested records and information from the Record Centre and inactive storage facility for GWL , LL & CL employees accurately and within published service standards
- Accurately sort and file returning records at the Record Centre and inactive storage facilities, ensuring that all appropriate file markings are intact
- Occasionally, detailed investigations are required into cases where sufficient information is not readily available. This involves the examination of several sources (mainframe, online databases, manual lists etc). Analytical skills are required to perform these types of investigations as many factors such as the status of the record (active vs. terminated, converted vs. unconverted) must be taken into consideration.
- For all record activity, ensure records management system is updated accurately and timely with respect to new locations, checked out or in files, completed requests, etc.
- Paper correspondence to be added to files is received daily in large volumes by the Record Centre
- Identify, sort and file this correspondence (by company, LOB, file series (product), and file number or client ID)
- Follow department procedures for correspondence which may not be able to be filed (no folder on the shelf). This may include creating temp folders, investigating, and/or following up with the sender
Imaging and Indexing Services
- Documents for scanning may include complete files which need to be added to the image repository, or correspondence which needs to be added to an existing digital file in the image repository
- Prep documents for processing in the scanner (may include identification of record type, sorting, preparation of separator pages, remove paper clips and staples, etc)
- Scan documents (operating scanner and associated software)
- May need to index documents which have been scanned to add metadata to the image in the image repository which is used to retrieve and manage the digital file
- Inventory, classify and store original source documents as per corporate policy and business client direction
- Warehouse Management
Qualifications and Competencies:
- Must be in good physical condition and able to lift up to 50 lbs.
- Must be able to stand for long periods of time (as they sometimes file all day), bend, kneel, and reach.
- Ability to communicate professionally in person and in writing
- Must have basic computer skills (intermediate proficiency of Excel)
- Proficient in using the internet (Omni Rim and IM Connect)
- Quick learner who can adapt well to change
- Good communication skills
- High attention to detail
We offer a challenging, team-oriented work environment, competitive income and benefits, and opportunities for professional and personal development and growth
Discover your opportunity….Apply today!
Great-West Life offers competitive compensation, great benefits such as medical, dental, life insurance, wellness account and personal days not to mention onsite cafeteria and fitness facilities. If you’d like to join our team submit your information online and introduce yourself.
Together Great-West Life, London Life and Canada Life serve the financial security needs of more than 13 million people across Canada, with additional operations in Europe and the United States. As members of the Power Financial Corporation group of companies, we’re one of Canada’s leading insurers with interests in life insurance, health insurance, investment and retirement savings. We offer a broad portfolio of financial and benefit plan solutions for individuals, families, businesses and organizations.
We are committed to providing an inclusive, accessible environment, where all employees and customers feel valued, respected and supported. We are dedicated to building a workforce that reflects the diversity of the communities in which we live, and to creating an environment where every employee has the opportunity to reach their potential.
Great-West Lifeco would like to thank all applicants, however only those who qualify for an interview will be contacted.