The Corporate Records Assistant, as part of the Records and Information team, supports the City’s implementation of effective and forward-thinking Records Management best practices.
Key Responsibilities:
- Maintaining the City’s corporate records system
- Classifying and coding records of high corporate value
- Auditing and monitoring document profiles in the electronic document management system
- Implementing approved classification categories
- Indexing corporate information to support retrieval
- Providing assistance to staff in using the electronic document management system
- Responding to research requests from both internal and external customers
- Maintaining a central storage facility for City records, including off-site records retrieval
- Implementing retention rules on City records, including confidential destruction
- Managing vital records as required
- Assists with transfers of records to records centre from all departments
Knowledge, Skills & Abilities:
- Sound knowledge of the principles, legislative requirements, practices and techniques of corporate records management systems
- Sound knowledge of the benefits and challenges of records management in a dynamic digital environment
- Sound knowledge of the general functions of the City, including the City Clerk’s Office
- Ability to compile statistics to support the Records and Information team
- A high degree of computer literacy and an aptitude for working with a variety of different software packages and systems, particularly eDOCS DM/RM, Inmagic DB/Textwords, Adobe Acrobat, and the Microsoft Office suite. Knowledge and/or experience with Microsoft 365 and SharePoint is a bonus
- Ability to communicate effectively with customers, especially for incoming research requests and reporting findings in a concise manner
- Ability to establish and maintain effective working relationships with internal and external customers
- Meticulous attention to detail
Qualifications and Experience:
- Completion of the 12th school grade supplemented by post-secondary records and information management courses and considerable records management related experience.
- Valid Class 5 Driver’s Licence for the Province of British Columbia.
Working Conditions:
- Office environment with regular trips to an offsite Records Storage warehouse and occasional shifts at the City Archives
Please Note: This position will be open until filled but we will be actively reviewing applications and anticipate starting interviews the week of the February 17th, 2025.
