Clerk B
2 days ago
Under the direction of the Records and Information Management (RIM) Coordinator, the Central Files Clerk is responsible for independently searching, retrieving, and processing requests for building plans, permits, and other relevant Planning, Property, and Development Department documents for external paying customers and internal staff requests. This position provides direct service to customers requesting documents - providing customers with records in appropriate media and formats as needed. This includes scanning of documents in varying conditions (e.g., building plans/blueprints dating back decades), conducting legal searches, and preparing plans for archiving. This also includes the conversion of electronic format to hard copy and vice versa.
This position also assists clerical, technical, and professional staff within the Department in the processing of their requests and is responsible for keeping updated procedures in the Central Files User Manual.
This position also takes on special project work, as assigned (e.g., digitization projects), and performs other duties as assigned which are consistent with the classification.
**As the**_Central Files Clerk,_** you will**:
- Process all requests for copies of building plans, permits, and related documents, from both external and internal customers.
- Coordinate storage and retrieval of records with the City’s Archives and Records Control.
- Be responsible for procedures in all User Manuals as they pertain to the Central Files Unit.
- Assist in the training and onboarding of summer students, temporary staff, and other additional staff.
- Actively participate as a member of the Strategic Initiatives and Project Development Branch.
- Perform other duties as assigned which are consistent with the classification.
**Your education and qualifications include**:
- Formal education in Office Business Administration or the equivalent combination of training and experience.
- Blueprint reading course is preferred.
- Training in records management is an asset.
- Experience interpreting building plans would be an asset.
- Experience working with microform records would be an asset.
- Knowledge of the procedures relating to establishing and maintaining filing systems.
- Knowledge of Planning, Property and Development processes such as Permits and Zoning would be an asset.
- Proficiency with Microsoft Office suite. Ability to quickly become proficient with Office 365, SharePoint Online, Adobe Acrobat and OneDrive.
- Strong written communication skills.
- Strong verbal communication skills to deal effectively with the general public, Departmental staff and external contacts.
- Strong interpersonal skills with the ability to work collaboratively and as part of a team.
- Ability to work independently with strong organizational skills.
- Ability to pay attention to detail to ensure accuracy.
- Ability to lift, move, and place boxes of documents to various locations throughout the Department (may require periods of time standing, kneeling, and lifting).
- Ability to maintain composure and deal tactfully and diplomatically with a wide range of customers under sometimes stressful conditions.
**Conditions of employment**:
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