Records Management Assistant Jobs

Req ID: 23357
Vacancy Type: 1 Permanent and 1 Full time Contract
Contract Duration: upto 2 years
Number of Positions: 2
Closing Date: 05/31/2023
Job Summary
The Records Management Assistant will maintain and organize records in accordance to the City of Mississauga’s Records Management program and records management best practices. The Records Management Assistant will also participate in various records management projects.
Duties and Responsibilities
Under the guidance of the Team Leader, the successful candidate will:

• Identification and review of records that may have archival value;
• Prepare records for inactive storage according to the Records Retention Schedule;
• Demonstrate ability to work effectively in a team setting as well as independently;
• Note: Must have the ability to travel between various sites and facilities located across the City of Mississauga.
• Ability to collect and produce monthly statistics and metrics;
• Open new files or parts and enter on the automated records management system ensuring sufficient cross referencing information is entered;
• Organize and maintain departmental files; Classify and verify material designated for filing;
• Provide assistance and support to staff and team members;
• Accurately file all material designated for filing;
• Must be physically capable of lifting up to 35lbs;
• Perform other records management duties as may be assigned.
• Educate and train staff in records management standards, procedures and requirements of the City's classification system, OmniRIM and SharePoint; Support and assist in the development and maintenance of electronic records management solutions (e.g. setup of SharePoint lists & libraries and regular maintenance of SharePoint Team sites);
• Ensure that all records practices adhere to corporate standard;
• Preparation of destruction forms for records that have met retention requirements;
• Conduct purge of records and file room on a regular basis;
• Researching and reviewing files for storage and/or disposition;
• Follow Records Management program and departmental procedures;
• Provide specialized/complex searches upon request;

Skills And Qualifications

• Knowledge of City Classification System & Retention By-Law;
• Good customer service skills is required;
• Ability to work independently with minimum supervision is required;
• Knowledge of office procedures and computer software (e.g. Microsoft Office and WebEx);
• Minimum 3 years’ experience in the Records/Information Management field is required;
• Ability to provide functional guidance to team members and staff is required;
• Good written communication skills for correspondence, e-mails and reports is required;
• Knowledge of records management policies and principles, classification techniques and records management best practices is required;
• Experience in municipal government is an asset;
• Knowledge of City Records Management program and Departmental Records Procedures is an asset;
• Proficient verbal communication skills to serve clients online and in person is required;
• Proficient with Records Management computer programs (e.g. OmniRIM and SharePoint) is required;
• Ability to research, facilitate discovery sessions, analyze data and findings, propose solutions is an asset;
• Knowledge of records access according to MFIPPA (Municipal Freedom of Information and the Protection of Privacy Act) is an asset.
• Post-secondary education in Records/Information Management or completion of Records/Information Management course(s) from a community college or equivalent records management associations is required;

Hourly Rate/Salary: $ 50,784.00 - $ 67,713.00
Hours of Work: 35
Work Location: Civic Centre
Organization Unit: CPS/ Departmental Records
Department/Division/Section: CPS/Corporate Services Dept , CPS/Office of the City Clerk , Records Mngment Services
Non-Union/Union: Non Union
A Criminal Record and Judicial Matters Check (Level 2) or Vulnerable Sector Check (Level 3) will be required of the successful candidate, at their own expense, to verify the absence of a criminal record for which a pardon has not been granted.
We thank all who apply, however, only those candidates selected for an interview will be contacted. You can also check your application status in your candidate profile online.
All personal information is collected under the authority of the Municipal Act.
We are an Equal Opportunity Employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If selected to participate in the recruitment, selection and/or assessment process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.