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Records Assistant At City of Kitchener, The Corporation of (ON)

Location: Kitchener, Ontario

Job Description

Overview


Responsible for identification, indexing, storage, retrieval and destruction of official city records in accordance with the City’s Records Retention Schedule, policies, guidelines and procedures. Provides assistance to internal clients regarding routine records management inquiries.

Responsibilities


Corporate Records
  • Coordinates all records transfers to the Records Centre and Corporate Archives. Verifies physical contents against records in electronic database to ensure accuracy; transfers boxes onto shelves in accordance with established criteria and procedures. Audits information in automated records management system for accuracy and prepares reports as required;
  • Retrieves, delivers and tracks records requests. Picks up and re-files records;
  • Provides OmniRIM training and guidance to City staff and prepares training documentation;
  • Acts as primary contact regarding day-to-day queries and requests for inactive records;
  • Reviews the eligibility of records for destruction; sends destruction reports to business units and ensures proper authorization; follows established policies and procedures; verifies and tracks destruction materials; arranges for and monitors the monthly collection of materials for confidential destruction by third party vendor;
  • Organizes Inactive Records Centres space to maximize efficiency and monitors space requirements in the Inactive Records Centre and Corporate Archives;
  • Ensures proper protection and preservation of records designated as vital, personal, and/or confidential based on the City's Records Retention By-law & Schedule;
  • Resolves routine retention issues/problems and identifies and refers more complex retention issues/problems to the Records & Archives Specialist for resolution;
  • Monitors the lifecycle status of all records stored in the Inactive Records Centres;
  • Searches, retrieves and reproduces microfilm/fiche as requested.


Corporate Libraries
  • Performs preliminary search of library materials and enters data in library management system as appropriate;
  • Responds to user inquiries regarding library holdings and assists users with accessing library materials as requested;
  • Inventories library holdings in accordance with criteria/policy mandates; shelves items; and performs general maintenance.


Other Duties
  • Participates in special projects as required;
  • Participates in outreach programs promoting archives and records management as required;
  • Orders supplies and materials;
  • Compiles activity reports and statistics;
  • Performs election duties every four years as assigned.

Requirements

  • Must have a good attitude and employment record
  • Must have the ability to support and project values compatible with the organization
  • Must possess a minimum Grade 12 diploma, with up to one year additional post-secondary job related courses
  • Must have a minimum of 6 months of related experience
  • Must have working knowledge of Records Management principles, processes and systems
  • Must have the ability to maintain confidential information
  • Must have strong interpersonal skills in order to provide excellent service to internal customers in a courteous and professional manner
  • Must have the ability to effectively communicate both written and verbally
  • Must have excellent organizational skills with an ability to manage multiple tasks and deadlines
  • Must have strong attention to detail. Must have demonstrated knowledge of administrative and general office procedures
  • Must have excellent data entry skills and proofreading skills
  • Must possess mathematical skills and be able to perform calculations accurately
  • Must have the ability to create graphs and charts in order to convey workforce data into management reports
  • Must be highly proficient with Records Management Software, Microsoft Word, Excel, PowerPoint, Outlook and the Internet
  • Must have proven ability to work independently and meet deadlines under pressure
  • Must have the ability to lift records boxes weighing up to approximately 50 lbs.
  • Must be able to travel to various work locations across the City
  • Must have demonstrated ability to participate as an effective team member