Imaging Clerk

Job Summary

The Imaging Clerk is responsible for handling records for long term preservation, in accordance with the City of Mississauga’s Records Management program and best practices. This includes preparing records for imaging, quality assurance and quality checks of digitized and microfilmed records.  The Imaging Clerk will also assist with the tasks and operation the Records Centre.

Duties and Responsibilities

Under the guidance of the Team Leader, the successful candidate will:

•    Follow Records Management program, procedures and standards.
•    Accurately prepare records for microfilm and/or digitization by following established procedures including: sorting, researching, repairing, creating and labelling records.
•    Conducting quality assurance and quality control verification processes of images and records.
•    Carry out discovery sessions and develop imaging requirements for projects.
•    Searching and updating of record details and metadata in records management system.
•    Collect and maintain metrics for projects and operations on a regular basis.
•    Communicate and partner with imaging vendor
•    Provide support and guidance to clients.
•    Accurately & efficiently maintain the integrity and security of the Imaging Centre, Records Centre and City records.
•    Actively assist with Records Centre processes such as accession, destruction, retrieval & delivery of records and refiling of returned records.
•    Handle and transfer records with precision and care
•    Assist the Records Centre with projects and other duties as required.
•    Perform other duties as required.

Skills and Qualifications

•    Knowledge of records management, imaging standards and processes, and related best practices and tools
•    Secondary school graduation 
•    Post-secondary education in Records/Information Management or completion of Records/Information Management course(s) from a community college or equivalent records management associations is an asset.
•    Minimum 3 years’ experience in the Records/Information Management field working with imaging projects is required.
•    Specific knowledge of microfilming and digitizing would be an asset.
•    Knowledge and familiarity with information management systems (e.g. Gimmal and SharePoint), Adobe Acrobat Pro and Microsoft Office applications is required. 
•    Ability to work in a team environment and independently to complete work assignments under minimal supervision and direction.
•    Ability to handle data accurately with a high degree of attention to detail.
•    Ability to properly and professionally manage confidential information and sensitive matters.
•    Excellent communication skills, both written and verbal.
•    Strong interpersonal skills with the ability to establish and maintain effective working relationships with employees and other departments.
•    Excellent customer service skills.
•    Demonstrate organizational skills, take initiative, work under time constraints, prioritize duties and meet deadlines.
•    Must be physically capable of lifting up to 16 kg (35lbs) on a consistent basis.  Also climb and move ladders and walk and stand for periods of time.
•    Knowledgeable in proper material handling, lifting techniques and relevant safety procedures and regulations in both office and records centre setting. 
•    Able to handle equipment such as manual pallet trucks and mobile step ladders e.g. moving boxes on ladders at heights up to 3.6 metres (12 ft) 
•    Additional Requirements: On site position, Monday to Friday.