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Data Digitalization Clerk

3 weeks ago

Sudbury, Ontario, Canada City of Greater Sudbury Full time

Job Description
Section:
Permits and Approvals Integration

Division:
Building Services

Department:
Planning and Growth

Initial Reporting Location:
Tom Davies Square

Job Status:
Limited Position

Estimated Probable Duration:
Seven (7) Months

Number of Vacancies:
1

Affiliation:
CUPE 4705 Inside Unit

Hours of Work:
70 hours bi-weekly

Shift Work Required:
No

Range of Pay:
Group 3 - $22.98 to $26.18 per hour (Subject to Review)

The start date will follow the selection process.
Main Function:
Responsible to the Manager of Permits and Approvals Integration or the Administrative Assistant to the Director of Engineering Services for the complete digitization of all paper-based records, creation of a central digital records system and migration of centralized digital records for internal and external search and review.

Duties

  • Establish, maintain, and update a centralized database of Building Services records on a daily basis by digitizing archival records.
  • Assembling electronic or paper documents into PDF or other formats as required.
  • Create and maintain an index of historical planning files in accordance with policy and legislation.
  • Type reports, correspondence, forms and perform general clerical duties as well.
  • Transport files from storage to scanning areas and arrange the permanent relocation of files to the City Archive.
  • Understand and ensure adherence to the record retention policy of the City of Greater Sudbury.
  • Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable Provincial Legislation listed therein.
  • Perform other related duties as required.

Note: The above duties are representative of a typical position and are not to be construed as all inclusive.

Qualifications

  • Successful completion of Secondary School (Grade XII) Education.
  • Additional training, education, or proven proficiency in at least one of the following software programs; Excel, Adobe Pro or Nuance.
  • Up to six (6) months of related experience.
  • Ability to use a scanner and enter data.
  • Ability to work with computer software and administrative systems in a Windows environment (e.g. file maintenance, spreadsheet applications, information input and retrieval, etc.).
  • Demonstrate excellent organizational skills and attention to detail.
  • Ability to demonstrate interpersonal skill in dealing with people in a courteous and effective manner.
  • Excellent use of English; verbally and in writing.
  • Satisfactory health, attendance, and former employment history.

*Competencies:*
Competency Library - Level 1 Proficiency

This job is also being posted as a development opportunity. Should there be no fully qualified candidate for this position, a candidate who can be expected to meet the required qualifications within a reasonable period of time may be considered for this position as a development opportunity.

Development opportunity range of pay: $18.55 to $19.31 per hour (Subject to Review). The successful candidate will be paid at the reduced range until the minimum qualifications have been met.

How To Apply
If you are viewing this job posting through a website other than the City of Greater Sudbury's, please visit to apply online.

We must receive your resume
before 11:59 p.m. on Monday, January 5, 2026
. For those providing a French language resume, please also include an English version.

  • Click on the Apply for Job button.
  • Follow the step by step application process.
  • Ensure you attached a cover letter and resume. Acceptable file types are:
  • .doc
  • .docx
  • .txt
  • .pdf
  • .rtf
  • Once completed, review your application and click on the Submit button.
  • Upon submission of your application, you will get a confirmation on the screen that your application has been successfully submitted. You will also receive an e-mail confirmation to the e-mail address on your profile.

All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

Live outside Canada or new to Canada?
The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada )

Contact Us
For technical difficulties, issues, questions or accommodations with an application made online email