Data & Administration Clerk

3 days ago

Halton, Canada Halton Region Full time

**Data & Administration 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.

**Please note this is a non-complement position. Permanent full-time employees will not be considered for a non-complement temporary position unless the temporary position is part of their Talent Development Plan. For more information on eligibility for non-complement positions, please refer to the **Talent Management - Recruit Temporary, Intern, Apprentice and Student Positions Procedure**.**

**Posting ID**: 2836
**Department**: Public Works
**Division**: Development Services
**Pay Range**: $48,577- $64,757

**Job Type**: Contract > 1 Year
**Contract Duration**: 18
**Hours of Work**: 35 hours per week
**Work Location**: Halton Regional Centre, 1151 Bronte Road, Oakville
**Employee Group**: OCT
**Posting Date**:February 12, 2024
**Application Deadline**: February 25, 2024

**Job Summary**:
Reporting to the Manager, Regional Development Review, the Data and Administration Clerk is responsible for administering and implementing the Development Services Division's file digitization project.

**Duties & Responsibilities**:

- Cataloging existing file records; determining files to be retained; preparing files for digitization including purging unnecessary material; undertaking file digitization; and, managing the file naming and storage of digitized materials.
- Maintaining the overall progress and organization of the project: identifying priorities, next steps and potential obstacles.
- Undertaking the photocopying and digitization (scanning) of files and documents.
- Maintaining spreadsheets and other data sets needed to ensure accurate recordkeeping and for overall project management purposes.
- Co-ordinating amongst staff teams to support file digitization, including identifying materials that can be purged.
- Maintaining and managing the digital filing system for easy retrieval and future reference, including departmental archival management.
- Maintaining and executing the records retention schedule, including preparing administrative documents as needed.
- The role also involves providing general administrative office support such as managing supplies, providing other team support as may be needed and other duties as may be assigned.

**Skills & Qualifications**:
**Essential**
- Business Administration diploma and a minimum of two (2) years of related office experience.
- Strong knowledge and working level of Microsoft Office.
- Strong organizational, time management and ability to work independently or in a small team.

**Preferred**
- Knowledge and understanding of databases and data management systems.

**Working/ Employment Conditions**:

- Lifting and moving of file boxes, files folders, rolled plans and other materials and documents.
- Standing for periods of time while undertaking scanning of documents and for disassembling and reassembling of files and documents.
- 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. At Halton, you are encouraged to grow and succeed in your career and are recognized for your accomplishments and contributions. As an employee, you will be part of a progressive, service focused and award winning employer with a diverse and inclusive work environment.

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