POSTING #: 2026-25

EMPLOYEE GROUP: CUPE, Permanent, Fulltime

# OF POSITIONS:1 position

DEPARTMENT: Business Administration

REPORTS TO: Supervisor, Quality Improvement and Records

LOCATION: Owen Sound

SALARY: Classification 2 ($48,726 - $62,970)

HOURS PER WEEK:35 hours/week

DATE POSTED: October 20, 2026

CLOSING DATE: October 30, 2026

POSTING TYPE: Internal & External

The work of BGCFS is considered essential. The organization has policies, procedures, and practices in place to ensure a response to urgent child protection matters at all times.

PURPOSE STATEMENT

Reporting to the Supervisor of Quality Improvement and Records, the Record Clerk is responsible for providing records management services to Bruce Grey Child and Family Services (BGCFS) as well as other duties as assigned related to physical case records and electronic records and information.

This position is responsible to fulfill requests for access to adoption disclosure, requests for personal information, third party records disclosures, CYFSA disclosures, other CAS CPIN upload requests of physical files, records corrections, and statements of disagreement, and to manage legacy physical file and records storage and retrieval requests for BGCFS.

The Records Clerks may be required to provide occasional Reception coverage in low staffing situations.

MAIN DUTIES & RESPONSIBILITIES

Records Management Services

- Maintain compliance with Part X Legislation requirements, CPIN Users Agreement, OACAS Business Harmonization and all other applicable legislation, policies and internal procedures that apply to Personal Information.




- Maintain a working knowledge of CYFSA Part X, and act as a staff resource to answer basic questions about privacy, disclosure, consent and access to information.
- Prepare and redact File Disclosure material for Part X requests and Adoption Disclosure requests.
- Prepare and redact records for Requests to Access for Personal Information.
- Communicate with requestors regarding the status of preparation or completion of requests, requirements for additional consent or information, verification of identity, secure release of information etc.
- Arrange for secure and confidential release or transfer of completed requests for access and disclosure and verify identity as necessary.
- Perform deduplication of CPIN Person Records and CPIN records correction tasks as required.
- Scan and upload legacy paper file material to CPIN as needed.
- Respond to Record Management Systems inquiries
- Collaborate to develop, implement, and maintain the organization’s record management system in compliance with administrative, legal, quality and financial standards and requirements.




- Clearly document standards and procedures for maintaining the record management system and support and train other BGCFS staff on the record management system requirements and processes.
- Store, arrange, index, classify, destroy and retrieve records as required.
- Ensure preservation and retention of organizational records in compliance with the organization’s record-keeping systems and procedures for archiving and for the retention or destruction of records.
- Ensure that all Records Management tasks are prioritized based on potential for child risk and organizational risk. Raise all concerns about child risk or organizational risk immediately to the Supervisor.

Concern for Safety

- Identifying hazardous or potentially hazardous situations and taking appropriate action to maintain a safe workplace for self and others.

Customer Focus

- Providing service excellence to internal and/or external customers. Depending on role and position in the organization, customers may be service users, other departments, other CAS’, other employees, community collaterals, etc.

Work Ethics and Values

- Demonstrating and supporting the organization’s ethics and values. BGCFS has identified the following values: Caring, Child-Focused, Integrity, Belonging, Balance and Collaboration.

Valuing Cultural Diversity

- Building on one’s own cultural values and knowledge to work effectively with individuals of diverse backgrounds in a variety of work contexts.

Quality Focus

- Follows applicable Ministry and Organizational Standards and Procedures, ensures high quality output, and takes action to solve quality problems or quality issues to the appropriate depar

📌 Records Clerk (Canada)
🏢 Bruce-Grey-Child-
📍 Canada