Records Management Assistant

Job Summary

The Records Management Assistant will maintain and organize records in accordance to the City of Mississauga’s Records Management program and records management best practices. The Records Management Assistant will also participate in various records management projects.

Duties and Responsibilities

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

• Follow Records Management program and departmental procedures:
• Organize and maintain departmental files;
• Classify and verify material designated for filing;
• Accurately file all material designated for filing;
• Open new files or volumes and enter in the automated records management system ensuring sufficient cross-referencing information is entered;
• Research and review files for storage and/or disposition;
• Prepare records for inactive storage according to the records retention schedule;
• Prepare of disposition forms for records that have met retention requirements;
• Prepare and distribute disposition packages for electronic signatures and enter tracking information into SharePoint
• Identify and review of records that may have archival value;
• Conduct Purge of records and file room on a regular basis;
• Ensure that all records practices adhere to corporate standards;
• Demonstrate ability to work effectively in a team setting as well as independently;
• Provide assistance and support to staff and team members;
• Assist with search and retrieval services for business units;
• Provide specialized/complex searches upon request;
• Educate and train staff in records management standards, procedures and requirements of the City's classification system, Gimmal and SharePoint;
• Support and assist in the development and maintenance of electronic records management solutions (e.g. setup of SharePoint lists & libraries and regular maintenance of SharePoint Team sites);
• Ability to collect and produce monthly statistics and metrics;
• Must be physically capable of lifting up to 35lbs;
• Perform other records management duties as may be assigned.

Skills and Qualifications

• 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 required:
• Minimum 3 years' experience in the Records/Information Management field is required;
• Knowledge of records management policies and principles, classification techniques and records management best practices is required;
• Proficient with records management computer programs (e.g. Gimmal and SharePoint) is required;
• Knowledge of office procedures and computer software (e.g. Microsoft Office and WebEx, Docusign);
• Knowledge of City Classification System & Retention By-Law is an asset;
• Knowledge of City Records Management Program and Departmental Records Procedures is an asset;
• Good customer service skills are required;
• Good written communication skills for correspondence, e-mails and reports is required;
• Proficient verbal communications skills to serve clients online and in person is required;
• Ability to provide functional guidance to team members and staff is required;
• Ability to work independently with minimum supervision is required;
• Ability to research, facilitate discovery sessions, analyze data and findings, propose solutions is an asset;
• Experience in municipal government is an asset;
• Knowledge of records access according to MFIPPA (Municipal Freedom of Information and the Protection of Privacy Act) is an asset.