Corporate Records Assistant

3 weeks ago

Richmond, British Columbia, Canada City of Richmond Full time


The City of Richmond is a diverse and dynamic community in pursuit of our vision
to be the most appealing, livable and well-managed community in Canada.

People l Excellence l Leadership l Team l Innovation
Imagine a career with the City of Richmond, a dynamic environment for growth and continuous improvement, fostered by our collective strengths and creativity. We are a vibrant, diverse cosmopolitan city, supported by a strong economy and recognized as leaders in innovation and service delivery excellence. The City of Richmond is committed to be the most appealing, livable, well-managed community in Canada, a goal that is only made possible by developing our most valuable asset – our people. This is a great opportunity to join our team and shape our community.Corporate Records Assistant


Overview
The 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: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
The City of Richmond offers a competitive pay and benefits program, attractive incentives and a compressed work day schedule. If you are looking to make a difference, and to share our vision "to be the most appealing, livable, and well-managed community in Canada," please submit your application by following the instructions below:

The City of Richmond uses an applicant tracking system for candidates wishing to view and apply for available career opportunities. For further information regarding position details and to apply, please visit our website at

We are accepting applications until May 19, 2024.

The City of Richmond is an inclusive employer committed to employment equity objectives and invites applications from all qualified individuals. We thank all applicants in advance for their interest; however, only those under consideration will be contacted. If you are unsuccessful, please accept our appreciation for your interest. No telephone inquiries please.

This position is restricted to those legally entitled to work in Canada.

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