Records Clerk

**RECORDS CLERK (RMS)INFORMATION MANAGEMENT BRANCH**
PLEASE NOTE: THIS POSITION IS 100% IN-OFFICE (5 days/week)

The Records Clerk searches for, retrieves, compiles, reviews and issues requested records/information within established timeframes; converts microform and paper records to electronic format; and performs records management and administrative tasks.

**MAJOR RESPONSIBILITIES**
1. Responds to telephone and written requests for records/information from Agency staff. Manages incoming requests for Records Management Services and participates in filing and distribution of requests.

2. Conducts accurate searches across various systems for records/information in response to search and information requests.

3. Completes and files responses for requests providing detail on the searches conducted and creates contact logs as required.

4. Updates CPIN as required, including assisting with case profiles, uploading historical Records to historical cases, creating historical cases as required.

5. Performs CPIN person profile maintenance which includes merging duplicate person Records and updating person profiles as required

6. Performs collection, retrieval and conversion of stored Records not readily available in digital form including scanning paper, fiche and film and stores digitized Records into appropriate repositories.

8. Ensures all legacy files are appropriately cross-referenced in historical databases and keeps a log of department file information such as files or notes received to be appended or added to the legacy system.

9. Types a variety of material such as memos, letters, reports, schedules, lists, documents, and minutes. Occasionally composes correspondence.

10. Opens, sorts, and distributes mail and faxes. Photocopies, scans, faxes and mails material as required.

11. Advises Supervisor of any problems in execution of administrative and team responsibilities and participates in the planning for resolution of problems.

12. Acts in accordance with and incorporates Society's Code of Ethics, Confidentiality, Anti-Oppression/Anti-Racism, Harassment & Discrimination policies, etc.

13. Uses sound judgment in consideration of financial resources.

14. Complies with Society's financial policies and procedures.

15. Works in a safe manner in accordance with the Society's health and safety policies and procedures and all relevant legislation.

16. Performs other tasks as required.

**QUALIFICATIONS**

**Education and Experience**:

- Secondary School Diploma.
- Two (2) years recent relevant experience including experience in filing.
- An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

**Knowledge and Skills**:

- Proven ability in keyboarding and using computer software (e.g. all Microsoft Office suite).
- Demonstrated competency in record search, research, retrieval and re-filing abilities.
- Excellent customer service skills.
- Well organized and detail oriented.
- Demonstrated ability to work independently, quickly and accurately.
- Demonstrated ability to initiate, prioritize, and problem-solve, and cope with conflicting demands.
- Flexible and able to work in a fast-paced setting.
- Ability to cope with job pressures originating both internally and externally.
- Proven ability to ensure confidentiality of highly sensitive client and Agency information.
- Ability to be an active and effective member of a team and work cooperatively.
- Knowledge of CAST legacy systems and Laserfiche, preferred.
- Good understanding of the CPIN Harmonized Business Practices, an asset.

**OTHER INFORMATION**

**Accommodation at CAST**

We are committed to a selection process and work environment that is inclusive and barrier free. Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants need to make any accommodation requests for the interview or selection process known in advance by contacting the Human Resources Department at 416-924-4640 x2030. Human Resources will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process which will enable you to be assessed in a fair and equitable manner.

**Equity Hiring Strategy and Application Process**

The Children’s Aid Society of Toronto (CAS of Toronto) is committed to building a skilled workforce that reflects the population of Toronto as well as the diverse communities we serve. Our Equity Hiring Strategy is deemed to be a **Special Program** under the _**Ontario Human Rights Code**_.
- 2SLGBTQ+

Applications for this position must be received **NO LATER THAN 11:59PM ON FRIDAY OCTOBER 11, 2024.**

**This position is expected to begin in November, 2024.**
- **Internal applicants will be considered first in accordance with the CUPE Collective Agreement and the Equity Based Hiring Strategy.**_
- **Please note: Applications will be reviewed on an ongoing basis throughout the posting period. Early subm