Job title: Corporate Records Assistant

Company: City of Richmond

Job description: OverviewThe Corporate Records Assistant is part of the Records and Archives team that leads and supports City-wide implementation of effective Records Management best practices and has a particular role with ensuring RM compliance for Council agendas and staff reports.Examples of key responsibilities include, but are not limited to:

  • Maintains the corporate records system (both paper and electronic records).
  • Classifies and codes corporate records.
  • Audits and monitors document profiles in the electronic document management system (REDMS), compares record profiles to established standards and makes changes where required.
  • Implements approved classification categories and initiates corresponding changes to electronic system lookup tables and opens corresponding files.
  • Indexes bylaws, ensures that records and files are complete and secure.
  • Provides general assistance to staff requiring access to corporate records and in using the City’s electronic document management system.
  • Searches records, plans, and researches other information resources in response to information requests from all departments and summarizes findings.
  • Conducts on-line searches and retrieves records from the electronic document management system and other databases using a variety of search techniques.
  • Processes information requests for the public.
  • Along with other colleagues in the Records and Archives Section, the incumbent will also work some shifts at the City of Richmond Archives located at the Cultural Centre.
  • Maintains a central storage facility for semi-active municipal records.
  • Assists with transfers of records to records centre from all departments.
  • Arranges for confidential destruction or transfer to the Archives of records according to corporate records retention schedules.
  • Oversees off-site records retrieval service and maintains statistics on same.
  • Arranges for management of vital records as required.

Knowledge, Skills & Abilities:

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  • Sound knowledge of the principles, legislative requirements, practices and techniques of records management systems.
  • Ability to apply records management principles and practices in the electronic environment.
  • Ability to demonstrate a strong customer service focus.
  • Sound knowledge of the functions of the City Clerk’s Office, the general functions of the City and its business processes, and of records research resources.
  • The ability to research records requests from City staff and the public in a timely manner and to summarize findings.
  • Ability to accurately compile statistics.
  • A high degree of computer literacy and an aptitude for working with a variety of different software packages and systems, particularly REDMS (LiveLink ECM eDocs DM/RM), InMagic CS/Textworks, Acrobat, MS Word, MS Access, and MS Excel.
  • Ability to adapt to a rapidly changing technological environment.
  • Great attention to detail.
  • Ability to establish and maintain effective working relationships with internal and external contacts.

Qualifications and Experience:

  • Completion of the 12th school grade supplemented by post-secondary records and information management courses and considerable 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

Location: British Columbia

Job date: Wed, 01 May 2024 01:46:08 GMT