Records Administrator

ABOUT US

The City of Spruce Grove is a fast growing, dynamic city committed to building and maintaining a fiscally responsible community that serves our residents, attracts visitors, and promotes future growth.
Through the actions of the Values, We Live By, accountability, communication, leadership, integrity, and respect are encouraged, while maintaining a work, play balance.
The City of Spruce Grove is committed to public service, where everyone feels empowered to contribute their best work. We believe that by working together in a spirit of collaboration and respect, we can achieve great things.
We are an organization that cares, an organization that is committed to our city and committed to you.

THE OPPORTUNITY

The Records Administrator is responsible to perform a reasonable record account or audit to confirm that all files are accounted for, and that the image quality and metadata captured are acceptable. This is not replacing the formal quality assurance check done by the Information Management project manager.

This is a temporary full-time position from August 2025 - December 2025 with the possibility of an extension.
The annual salary range for this position is $37,328.20 - $44,371.60.

RESPONSIBILITIES

The Records Administrator will ensure that all filing has been completed. The scanned electronic documents/records will be inspected against the inventory records provided, and the electronic documents/records will available via a download from W: drive folder.
The Planning and Development files will be converted into electronic records through a series of steps including:

- Manual document preparation (to remove binding elements, staples, clips, etc.)
- Document scanning through high volume scanning equipment including plotter scanner.
- Create electronic folder, document indexing to match the PD standard naming convention.
- Quality Control to verify the image quality and accuracy.
- Ensure Optical Character recognition (OCR) text conversion.
- File preparation and inventory of both hard and electronic files to execute electronic delivery.
- Orderly place files and drawings into boxes and position them to ensure files are not damaged.
- All file exceptions will be resolved between the IM Staff and IM Project Manager at the time that they occur.
- Label all file boxes and or barcode them with collection type identifier.

Other Duties
- Understand and adhere to City policies, procedures and standards, whether written or implied, as amended from time to time.
- Contribute to a positive safety culture by always acting in a safe manner and complying with City safety policies and procedures for staff and contractors.
- Act as a steward of the City's Corporate Culture by following the “Values, We Live By”.
- All employees shall act in a safe manner at all times and will report any unsafe conditions, procedures or acts for the benefit of the City. Continual adherence to the City Safety Policy is mandatory.
- Employee are expected to stay current on WHMIS and other safety-related procedures.

QUALIFICATIONS

REQUIRED QUALIFICATIONS:

- Minimum one (1) year certificate or diploma in office administration or equivalent.
- Knowledge of basic office and administrative software such as MS Office.
- Experience working in an office setting.
- Experience working with a Records Management System.
- Ability to handle sensitive and confidential files and information.
- Ability to work both independently as well as within a multifaceted team environment.
- Strong customer service orientation and the ability to build positive, productive business relationships
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and record-keeping, creating forms, and other office procedures and terminology.
- Proficiency with Microsoft Office Suite and other computer software depending on the firm’s needs.
- Knowledge of office rules, standards, online security, and safe work practices when performing duties.
- Strong organizational skills, attention to detail, and the ability to maintain focus on repetitive tasks.
- Strong communication and collaboration skills are important for working with others and ensuring the quality and accuracy of scanned documents.
- Excellent and effective communication skills.
- Organizational and time-management skills.
- Ability to find and organize both paper and online documentation.

ASSET QUALIFICATIONS:

- Working knowledge of an electronic based records management systems.

COMPETENCIES:
Thinking & Acting Strategically - Forward-thinking. Sees the big picture and imagines the future. Links long-range visions, strategies, and concepts to daily work. Aligns personal actions and initiatives with customer needs, and with organizational priorities and direction. To think and act strategically requires an understanding of our organizational direction, as well as the internal and external factors that influence decision-making.

Building Influentia