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Application Deadline Date: October 30, 2026
# OF POSITIONS: 1 position
DEPARTMENT: Business Administration
REPORTS TO: Supervisor, Quality Improvement and Records
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 environment 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.
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 department or persons responsible.
Strives to meet or exceed all accountabilities and achieve continuous quality improvement and excellence in all activities and outcomes
BGCFS Attention to Detail
Working in a conscientious, consistent, and thorough manner.
BGCFS Records Information Management
Using appropriate procedures to collect, organize, retrieve, maintain and disseminate information.
BGCFS Using Information Technology
Using software and information technology to accomplish one’s work.
BGCFS Analytical Thinking
Analyzing and synthesizing information to understand issues, identify options, and support sound decision making.
Relationship Management
Demonstrates behaviours, actions and attitudes that are consistent with BGCFS’s vision, mission and values
Ensures effective and skilled communications with all internal/external contacts
Develops and maintains collaborative relationships at all levels of the organization in order to build trust and confidence in the services provided
Establishes positive relationships with key stakeholders such as with Ministry or Supplier contacts; shares information according to privacy and/or confidentiality guidelines
Ensures appropriate communication with appropriate manager at appropriate time
Respects ethnic, spiritual, linguistic, familial and cultural differences
Team Building
Maintains professional working relationships with team members
Works respectfully, positively and collaboratively within a team environment sharing experiences and lessons learned
Actively participates and engages in team and staff meetings, training sessions and other meetings/sessions as required
Other Related Activities
Knows and adheres to all applicable BGCFS policies, procedures and relevant administrative practices
Participates in mandatory learning/education to maintain and update skills and knowledge whenever deemed necessary
Implements new procedures and controls deemed necessary by management
Assists in the training and orientation of peers
Works in compliance with the provisions of the Occupational Health and Safety Act of Ontario and the regulations
Participates on internal and/or external committees as required
Participates in special projects and performs other duties as required
KNOWLEDGE, EDUCATION, EXPERIENCE, SKILLS & ATTRIBUTES
Qualifications
Post-secondary one year diploma in a business administration or computer related field preferred
Minimum 5 years work experience in Child Welfare with strong knowledge of Child Welfare standards and recording requirements
Solid understanding of systems
Solid technical knowledge of Microsoft standard applications, CPIN, phone system, cell phones, computers, and equipment
Good knowledge of Ministry and legal requirements related to privacy, consent, and personal information
General Skills and Attributes
Working knowledge of CYFSA Part X and issues relating to adoption information, personal information, consent, access, and disclosure
Advanced ability to use MS Office applications (e.g., Word, Excel, Outlook, PowerPoint, etc., CPIN, Adobe Acrobat, redacting software and to direct and guide others on usage of the applications
Good written, oral communication and interpersonal skills providing constructive, meaningful and timely interaction with all levels of staff
Ability to think analytically with attention to detail in the presence of frequent interruptions
Ability to present to others and train/ coach others on systems
Good understanding and commitment to quality service and best practice
Detail-oriented
Accountable for own actions and decisions, making decisions within the scope of the position and referring issues/problems/events to the manager as required
Flexible, adaptable and responsive to change
Ability to deal with highly sensitive and personal information in a confidential manner
Good ability to analyze information, problem-solve and make recommendations to resolve issues
Self-directed with a good ability to organize, plan and prioritize and manage multiple assignments
Acts with integrity, trustworthiness, humility, transparency and compassion
Ability to work with and meet prescribed timelines
EFFORTS & WORKING CONDITIONS
Work is primarily performed working in the filing systems and file storage areas or at a desk
Lifting of large files up to 15 kg (37 lbs) required
Long periods of sitting and computer/phone use
The incumbent has the freedom to move about or change position at will
Multi-tasks within a fast-paced, high-volume, and demanding environment
Frequent interruptions
Occasional lifting of portable equipment may be required
DISCLAIMER
The preceding position description has been designed to indicate the general nature, level and scope of the work performed by this position. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.
BGCFS COMMITMENTS
We are committed to having a workforce that is reflective of the diversity of the community and strongly encourages application from all qualified individuals, especially those who can provide different perspectives and contribute to a further diversification of ideas.
We are committed to a selection process and work environment that is inclusive and barrier free. Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants need to make any accommodation requests for the interview or selection process known in advance by contacting the Human Resources Department at
[email protected]. Human Resources will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process which will enable you to be assessed in a fair and equitable manner.
We want to acknowledge that we areon the traditional lands of the Ojibway people who include the people of Chippewa’s of Nawash Unceded First Nation and the people of Saugeen First Nation #29. We thank them for sharing this beautiful land of lakes and trees.
Who are we? Bruce Grey Child & Family Services wasestablished in 2012 through the consolidation of the former Bruce and Grey Children’s Aid Societies. Together, each organization brought a history of more than a century of protecting children. We area team of over 150 child protection workers, child and youth workers, lawyers, support and administrative staff working together and in partnership with the community to help families to keep children safe and well. What do we do? Bruce Grey Child & Family Services works under the mandate of the OntarioChild & Family Services Actand is one of nearly 50 organizations in Ontarioresponsible for protecting children from abuse, neglect and other forms of maltreatment. We receive phone calls from both community members and professionals (e.g. police officers, doctors, school teachers) who are concerned about the safety and well-being of children and youth in our community. We assess and investigate these concerns and decide on a course of action. Click here (link needed) to learn when to call us and what to expectwhen you do. Where do we work? Our work covers the 8,586 square kilometres of Bruce and Grey Counties,serving a child population of more than 37,000. We also work with NEYAASHIINIGMIING – Chippawas of Nawash Unceded First Nation and Saugeen First Nation. With offices in Owen Sound, Walkerton and Wiarton, we are here for you Monday to Friday from 8:30 am to 4:30 pm, or by phone 24 hours a day, 7 days a week. Every child deserves a family Parenting is a challenging job and everyone needs help at some point. Many of the parentswe work with also face additional challenges arising from poverty, violence, mental health and/or addictions.
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📌 Records Clerk (Ontario)
🏢 YMCA of Owen Sound Grey Bruce
📍 Ontario