Records Clerk

Job Brief

Under the direction of the City Clerk, this position reviews current management of records in departments and assists with the development of procedures and processes.

Wage $28.17 - $30.47 hourly (2023)

Reports To City Clerk

Department Clerk’s Office

Location 26 Francis St, Lindsay, ON

Hours Part Time Working Hours are up 24 hours per week

Other General office environment. Some travel throughout the City of Kawartha Lakes may be necessary in accordance with job requirements.

Job Description

• Assist department liaisons to comply with adopted records retention schedule and practices
• Assist with annual file purge and assist all users regarding inactive files and records
• Ensure that all files and documents are easily accessible to all required users
• Ensure that all file rooms are well organized and function as designed
• Assist with providing staff support and training in records management practices
• Provide file maintenance, access, distribution, retrieval, retention, storage, disposal, and cross reference systems
• Input records management data to database
• Assemble shelving units and records boxes, shelve records, sort and categorize files; file and re-file records
• Satisfy requests for records (including research of records; photocopy material; prepare correspondence; re-file; etc.) arising through telephone inquiries, walk-ins or memoranda received
• Catalogue archival and historical documents
• Assist with the establishment of an electronic records management system
• Produce computer-generated reports and occasionally prepare reports to City Clerk
• Stock, load, unload and deliver records and/or records supplies to various locations within the City
• Regular travel to various work locations is required to fulfill the job duties of the position
• Perform other related duties as assigned

Skills/Education Required

• Post-secondary diploma in Administrative Studies, Information Management, Records Management or a related field
• Minimum 2 years of related progressive experience, preferably in a municipal environment
• Knowledge of municipal law an asset including MFIPPA, Municipal Act and other Provincial Legislation
• Demonstrated professional and ethical responsibility to protect privacy, use confidential information appropriately, treat sensitive situations with appropriate degree of tact and discretion
• Demonstrated customer-service and interpersonal skills at a level to develop and to maintain cooperative/collaborative working relationships both within and outside the organization
• Excellent time-management skills with the ability to prioritize workload and meet deadlines, and the ability to deal with multiple demands
• Excellent written communication skills with attention to detail and accuracy
• Excellent organizational and administrative skills with the ability to work independently and in a team environment
• Ability to demonstrate initiative consistently with commitment to quality improvement, sharing process improvement initiatives with management
• Demonstrated ability to understand and abide by municipal policies and procedures
• Demonstrated proficiency in Microsoft Office, the internet, and any other related software
• Upon a conditional offer of employment, a Criminal Record Check will be required

Applicants must be prepared for skill testing.