HR Records Clerk

**Job Description**:
**JOB TITLE**:Clerk, HR Records

**DEPARTMENT**:Corporate Support Services

**POSTING NUMBER**:106516

**NUMBER OF POSITIONS**:1

**JOB STATUS & DURATION**:Full Time Permanent

**HOURS OF WORK**:35 hour workweek

**LOCATION**:Hybrid Model*- when working onsite, you will report to the location of City Hall.

**SALARY GRADE**:1

**HIRING SALARY RANGE**:$49,082.00 - $55,217.00 per annum

**MAXIMUM OF SALARY RANGE**:$61,352.00 per annum

**JOB TYPE**:Management and Administration

**POSTING DATE**:January 15, 2025

**CLOSING DATE**:January 28, 2025

**AREA OF RESPONSIBILITY**:
Reporting to the Coordinator, Administration, this position is responsible to organize and ensure the central file storage is kept in good working order for the Human Resources division, meeting corporate service standards, legislation, security, confidentiality, policies and guidelines while maintaining and protecting the integrity of the data and record management of the division and ensuring information is easily retained and accessed.

**OPERATION SUPPORT**
- Accountable to ensure that the central file storage is kept well organized and that all records/files can be readily available upon request while maintaining and protecting the integrity of the data and record management of the division.
- Handle all incoming and outgoing mail/courier services and requests accurately and efficiently for effective distribution.
- Retrieve files based on staff and management requests from the system; delivers to appropriate individuals and updates the records system accordingly to ensure the location of the file is accurately updated for tracking purposes.
- Accountable for all Administration time entry functions including that information is completed accurately and submitted on time to Payroll Services for processing and that documents are filed and stored based on the policies in place.

**DATABASE AND RECORD MANAGEMENT**
- Receives, organizes and prepares documentation for centralized filing on a daily basis and ensure documents and files are coded and sorted in the appropriate files.
- Maintain up-to-date and accurate files, logs, correspondence and documentation, using the corporate filing system and ensure necessary sign-offs and approvals meet policies and confidentiality.
- Electronically track and log relevant information to ensure that files are traceable and accessible while maintaining and protecting the integrity of the data and record management of the division.
- Reviews the City’s Record Retention By-Law on an on-going basis to ensure the departments records are properly addressed, categorized and maintained within the record keeping software.
- Purges, prepares files for delivery to archive/records storage centre in accordance with the Records Retention By-Law.

**SCHEDULE AND LOGISTICAL SUPPORT**
- Assist support team and management or as requested in coordinating schedule and meeting requests, minute taking and greeting guests to ensure booking requests meet the needs of the internal and external customers.

**CUSTOMER SERVICE**
- Act as a key front line contact for all internal enquiries, to meet corporate service standards, legislation, best practices, policies and guidelines.
- Answer and log all incoming and outgoing calls pertaining to records management enquiries and prioritize requests to ensure a thorough understanding of customer needs to resolve issues in a prompt and efficient manner, direct calls and enquiries to the appropriate level for resolution.
- Understand operational needs and make recommendations regarding the development, communication and implementation
- Practical Knowledge of Municipal Government and applicable Legislation

**COMMUNICATION AND REPORTING**
- Maintains ongoing communications and provides updates, suggestions, and information to Administration team to ensure all inquiries and requests are managed accurately and appropriately.

**CORPORATE CONTRIBUTION**
- Seek information using internal and external resources to gain insight of current processes to assist management in ways to support operational needs.

**BUDGET SUPPORT**
- Use of effective resource and expense management at all times to meet corporate policies and guidelines.

**TEAMWORK AND COOPERATION**
- Provide direct support, training, and information as required on records, Information Management policies, principles and procedures as well as recordkeeping software to departmental staff and HR team.
- Co-ordinates new initiatives to ensure seamless delivery and proper training are provided to staff.
- Work well within diverse groups to support operational goals and objectives.
- Demonstrate corporate values at all times.
- Participate as a member of cross-functional team.
- Provide support/backup as necessary.

**SELECTION CRITERIA**:
**EDUCATION**:

- High School diploma, training in Office Administration or equivalent in related field
- Completion of Diploma or certificate program in Business, Office Administr