POSTING #: 2026-25 EMPLOYEE GROUP: CUPE, Permanent, Fulltime # Business Administration REPORTS TO: Supervisor, Quality Improvement and Records DATE POSTED: POSTING TYPE: Internal & External The organization has policies, procedures, and practices in place to ensure a response to urgent child protection matters at all times. 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.

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. 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.

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. 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.

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. 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 department or persons responsible. Strives to meet or exceed all accountabilities and achieve continuous quality improvement and excellence in all activities and outcomes BGCFS Records Information Management ~ Using software and information technology to accomplish one's work. Respects ethnic, spiritual, linguistic, familial and cultural differences.

Team Building

Actively participates and engages in team and staff meetings,



training sessions and other meetings/sessions as required. Knows and adheres to all applicable BGCFS policies, procedures and relevant administrative practices Implements current procedures and controls deemed necessary by management Assists in the training and orientation of peers Participates in special projects and performs other duties as required 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.

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 understanding and commitment to quality service and best practice. Flexible, adaptable and responsive to change. Ability to deal with highly sensitive and personal information in a confidential manner.

Solid customer service skills. Long periods of sitting and computer/phone use. 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.

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.

📌 Quality Document Administrator (Owen Sound)
🏢 Bruce Grey Child and Family Services
📍 Owen Sound