Corporate Records Assistant

6 months ago

Richmond, Canada City of Richmond BC Full time

**Corporate Records Assistant**:
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. The City of Richmond offers competitive pay programs, comprehensive benefits and attractive incentives. 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”, then please apply.

**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 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

**Additional Information**:

- Employee Group:

- CUPE Local 718
- Position Status:

- Regular Full-Time
- Duration of Appointment:

- N/A
- Salary Range:

- $33.97 - $39.99/hr
- Hours of Work:

- 8:15am - 5:00pm Monday to Friday, on a compressed work-week schedule.
- Application Posted:

- 4/29/24
- External Closing Date:

- 5/19/24
- PCC#:

- 116

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