Records Management Clerk

**Specific Job Responsibilities**

1. Responsible for the design, setup, implementation, management and evaluation of the Municipality records management system for all staff that includes overseeing the establishment of a records retention schedule or file list, regularly adds files to the list, determines disposition dates for all active and semi-active files, including whether they qualify for destruction, archive, or a special disposition plan.

2. Prepares and oversees the development and implementation of a municipal-wide records management policy along with forms and processes.

3. Provides training on a regular basis to all employees, and each new employee during the onboarding process, regarding the policy and processes for the storage, disposition and destruction all municipal records, including a definition of a municipal record.

4. Keeps up-to-date on federal, provincial, and municipal bylaws and policies concerning records management and the applicable timeframes for which certain records may be destroyed and in which cases records must be kept permanently.

5. Holds and maintains the original of all deeds, leases, agreements, and other legal documents that the Municipality is a signatory to, creating a master summary list for circulation to all Directors once per year highlighting any agreements that are expected to expire within the next twelve months that have a term of more than one year, providing a copy of such documents to the applicable Director or Chief Administrative Officer for follow-up, and if the records is no longer active or required, the Director or Chief Administrative Officer recommends to Records Management Clerk that the document can be archived or destroyed.

6. Work with Manager of Information Technology to setup and maintain an electronic records management system, establishing policies and processes for who has access, what information and records are to be electronically stored and in what priority, recommendations for scanning and storing historic records, establishing the required metadata fields, and overseeing the ongoing use and updating of the electronic system.

7. Facilitates and coordinates the annual or biennial contract for the shredding of all documents that have been approved by the Designated Officer to be shredded according to the Municipality Destruction of Records policy.

8. Works with Director of Municipal Operations to establish and furnish an area of municipal property or externally rented space for the storage of all municipal records, and such storage may be in multiple locations with due consideration for maintaining proper dehumidification to prevent the deterioration of the paper or electronic files.

10. Prepares reports for Municipal Clerk on various topics and issues during the year as requested.

11. Other duties and responsibilities as may be assigned from time to time by the Municipal Clerk.

**Qualifications and Expectations**

Due to the nature of this position, the employee must have exceptional organizational and documentation skills with knowledge of the principles and practices of records management, be fluent with Microsoft Office, and comfortable working in a time sensitive, fast-paced work environment, often with short timelines. This position will occasionally require work outside of normal office hours including evenings and weekends

**Job Types**: Full-time, Permanent

Pay: $51,600.00-$65,016.00 per year

**Benefits**:

- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care

Schedule:

- Monday to Friday

Work Location: In person

Application deadline: 2024-10-21