Records Clerk

**Records Clerk**:
At Halton Region, we treat everyone with respect, honesty, fairness and trust. As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve. Halton Region is committed to providing accommodation to individuals with disabilities throughout the recruitment process.

You make a positive difference in people’s lives because you provide high quality customer centered services. You operate within a highly ethical environment and will be accountable for going the extra mile, listening to your customers, creatively meeting needs and always being respectful to those you serve. As a result, you will be part of a qualified and strategic team recognized widely for caring, excellence, integrity, inclusiveness and flexibility.

**As an employer of choice, Halton Region recognizes the many benefits of hybrid work arrangements including flexibility and better work-life balance for our employees. This position is eligible for our Hybrid Work Program.**

**Posting ID**: 2257
**Department**: Social & Community Services
**Division**: Human Services Planning & Program Support
**Pay Range**: $26.20 - $29.83 per hour

**Job Type**: Permanent
**Hours of Work**: 35 hours per week
**Work Location**: 1151 Bronte Road, Oakville
**Employee Group**: CUPE 3732 (CUPE Local 3732 applicants will receive first consideration for this position.)
**Posting Date**:August 23, 2023
**Application Deadline**: August 29, 2023

**CUPE Local 3732 applicants will receive first consideration for this position.**

**Job Summary**:
Reporting to the Supervisor of Program Integrity, Human Services Planning and Program Support, the Records Clerk provides supports to internal and external clients through information management, excellent customer service and collaboration.

**Duties & Responsibilities**:

- Fosters quality service and ensures continuity of service to internal and external customers.
- Interacts with departmental staff on a daily basis to respond to queries.
- Responds to file management requests from both internal and external sources and makes necessary arrangements to have client file transferred electronically or by requesting the file from offsite storage.
- Creates/maintains/terminates client records using the internal records management system CREX.
- Scans correspondence on a daily basis, by sorting and matching all incoming correspondence to client files and troubleshooting when issues arise.
- Completes monthly Electronic Data Management Quality Assurance audits.
- Participates in the yearly inactive file review and purge.
- Creates replacement T5 forms for clients.
- Performs other duties as assigned.

**Skills & Qualifications**:
**Essential**
- Minimum two (2) years’ experience in a related field.
- Proven superior customer service skills required.
- Excellent written and oral communication skills.
- Proven ability to build and maintain positive professional working relationships with internal and external clients.
- Proven superior time management, organization and planning skills are required.
- Ability to develop and recommend creative solutions, with the ability to adapt to changing environments, and work both independently and in a team environment.
- Knowledge and understanding of the _Ontario Works Act_, _Municipal Freedom of Information and Protection of Privacy Act _(MFIPPA) is required.
- An equivalent combination of education and experience will be considered.

**Preferred**
- Working knowledge of the Social Assistance Management System (SAMS) and the Ontario Child Care Management System (OCCMS) considered an asset.

**Working/ Employment Conditions**:
**Working Conditions**
- Must be able to perform all the necessary physical tasks associated with the position (lifting and transferring courier bins, reaching, bending, crouching, pushing and pulling carts, and climbing a step ladder to retrieve files).

**Employment Conditions**
- Current (obtained within the past six (6) months), original and acceptable Criminal Records Check with Vulnerable Sector Screen, by the first day of employment.
- In accordance with requirements in Ontario Regulation 191/11 - Integrated Accessibility Standards and the Ontario Human Rights Code, Halton Region will accommodate the needs of individuals with disabilities throughout the recruitment process. If you require accommodation at any stage of the recruitment process, please inform the Talent Acquisition representative of the nature of the accommodation(s) you require.
- Applications will be accepted until 11:59 p.m. on the deadline date specified on the posting.

Halton Region serves more than 624,000 residents throughout Burlington, Halton Hills, Milton and Oakville. We are committed to delivering high quality programs and services that make Halton a great place to live and work. We engage great people who contribute to meaningful work that makes a positive difference in our community.