Corporate Records Assistant

Overview

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