Job title: Records Management Assistant (Temporary up to 12 months)

Company: City of Guelph

Job description: Position OverviewResumes are being accepted for the temporary position of Records Management Assistant with the Planning and Building department, Building Services Division. Reporting to the Program Manager, Permit Services, the successful candidate will assist with the management of Building Services files such as building permits, inspection reports, site plans, drawings and other correspondence as part of the records digitization project. Guided by the goals and objectives of the City of Guelph Corporate Strategic Plan and committed to the Corporate Values of integrity, service, inclusion, wellness and learning, the candidate will aid in the achievement of the Community Vision for an inclusive, connected, prosperous city.Key duties and responsibilities

  • Assist in the development and management of Building Services records Digitization Project with the goal of digitizing all physical and historical building permit records.
  • Manage an electronic data management system to track all files send for external digitization.
  • Prepare historic and current records for digitization; organize and prepare records following work instructions and enter data related to the records in an electronic document management system.
  • Assist in the implementation of the City’s Records Retention by-law into Building Services’ business practices and project files.
  • Assist in the continued development and maintenance of the electronic document management system within AMANDA application.
  • Assist in the development and updating of staff training and instructions for improved Records Retention by-law compliance.
  • Audit existing file locations (electronic and hard copy) for compliance with the City’s Records Retention by-law and assist in implementing viable solutions to issues identified.
  • Identify creative solutions to motivate consistent use of document and records control systems.
  • Perform other related duties as assigned.

Qualifications and requirements

Heavy-Duty Technician
  • Experience related to the duties listed above, normally acquired through the completion of a Grade 12 diploma and 1 – 3 months’ experience with Records and Information Management practices, including records retention. Candidates with an equivalent combination of education and experience may be considered.
  • Excellent communications skills and project planning skills.
  • A self-starter and able to work with limited supervision.
  • Excellent organizational skills, including prioritizing work.
  • Customer-service oriented and able to work with different people to achieve the goals of the Records Program.
  • Able to understand and interpret relevant legislation.
  • An interest in municipal building services is an asset.
  • Advanced computer skills, including Microsoft Office: Word, Excel, Access and PowerPoint.

Hours of work35 hours per week Monday to Friday between the hours of 8:30 am and 4:30 pmPay/SalaryCUPE 973 Grade 4: $22.95 – $28.17 per hourHow to applyQualified applicants are invited to apply using our online application system by Thursday, March 28, 2024. Please note all applicants must complete the online questionnaire specific to this position at the time they submit their resume and cover letter in order to be considered.The City of Guelph is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive workplace where employees feel welcome, valued and engaged. Our employment policies strictly prohibit all forms of discrimination on any of the grounds in relevant laws. All employment practices are solely based on individual merit, qualifications, and organization’s needs at the time. In keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, we are committed to working with and providing reasonable accommodation for qualified individuals in our job application procedures. If you need an accommodation in order to participate in the hiring process, you may contact us to make your needs known in advance.Personal information collected through the recruitment process will be used solely to determine eligibility for employment. We thank all candidates in advance; however, only those being considered for an interview will be contacted.

Location: Guelph, ON

Job date: Fri, 22 Mar 2024 08:54:54 GMT