City of Kitchener Careers

Records Assistant

Part Time up to 24 hours a week

Competition Number

2024-572

Job Code

1184

Posting Date

January 9, 2025

Closing Date

January 16, 2025 (at 6:00pm)

Job Status

Continuous Part-Time

The City of Kitchener is a vibrant and dynamic city of approximately 292,000, in the heart of southwestern Ontario. As the largest municipality in Waterloo Region, Kitchener continues to be poised for development and growth, enhancing its reputation as a leader in city-building and innovation, with nationally recognized strategies to build its neighbourhoods, its digital infrastructure and its diverse economy.

The City of Kitchener is WHERE you want to work! Learn more about the top reasons to join us:

Why work at the City of Kitchener

Position Overview:

Responsible for identification, indexing, storage, retrieval and destruction of official hard copy city records in accordance with the City's Records Retention Schedule, Legislation, policies, guidelines and procedures.

Provides assistance and support to internal clients regarding routine records management as well as current records management system.

Responsibilities:

Corporate Records

• Serves as primary contact regarding records management queries and requests for inactive records using electronic records management systems.
• Coordinates all records transfers to the Records Centre and Corporate Archives. Verifies physical contents against records in electronic systems to ensure accuracy, transfers boxes onto shelves in accordance with established criteria and procedures. Audits information in records management system for accuracy and prepares reports as required.
• Retrieves, delivers and tracks records requests. Picks up and re-files records.
• Provides training and guidance to City staff on records management system and practices and prepares training documentation.
• Reviews the eligibility of records for destruction; sends destruction reports to business units and ensures proper authorization; follows established policies and procedures in performing records destruction; verifies and tracks destruction materials; arranges for and monitors the monthly collection of materials for confidential destruction by third party vendor.
• Organizes Inactive Records Centres space to maximize efficiency and monitors space requirements in the Inactive Records Centre and Corporate Archives.
• Ensures proper protection and preservation of records including those designated as vital and archival, and those containing personal and/or confidential information based on the City's Records Retention By-law & Schedule.
• Resolves routine retention issues/problems and identifies and refers more complex retention issues/problems to the Records & Archives Specialist for resolution.
• Monitors the lifecycle status of all records stored in the Inactive Records Centres.
• Searches, retrieves and reproduces archives materials (e.g., microform records) as requested.

Corporate Libraries

• Performs preliminary search of library materials and enters data in library management system as appropriate.
• Responds to user inquiries regarding library holdings and assists users with accessing library materials as requested.
• Inventories library holdings in accordance with criteria/policy mandates; shelves items; and performs general maintenance.

Other Duties

• Participates in special projects as required.
• Participates in outreach programs promoting archives and records management as required.
• Orders supplies and materials.
• Compiles activity reports and statistics.
• Acts as a back up to the mail clerk position
• Performs election duties every four years as assigned.

Requirements:

• Must possess a minimum Grade 12 diploma
• Up to one-year additional post-secondary job-related courses (e.g., records and information management, archives).
• Must have a minimum of 6 months of related experience such as working in a library, archives or records management role.
• Working knowledge of Records Management principles, processes and systems.
• Highly proficient with records and information management software, Microsoft Office including Office 365, word, excel, and outlook, and the internet.
• Demonstrated knowledge of administrative and general office procedures.
• Strong interpersonal skills to provide excellent customer service to internal and external customers in a courteous and professional manner.
• Excellent organizational and time management skills with an ability to manage multiple tasks and deadlines.
• Efficient data entry, and proofreading skills, strong attention to detail.
• Ability to maintain confidential information.
• Strong written and verbal communication.
• Ability to work independently and meet deadlines under pressure.
• Participate as an effective team member.
• Ability to lift up to approximately 50 lbs.

• Ability to travel to various work locations across the city.
• Reliable with a good attitude and employment record.

Equivalencies:

Note: All interested applicants are encouraged to apply. In the event there is no successful applicant with the stated level of education and experience, other applicants will be considered if a combination of their education and experience meets the following pre-determined equivalency:

• Grade 12 Diploma with minimum 1 year related and relevant experience or
• 2-Year Diploma (or 2- Year Specialized Post-Secondary Program) with minimum 1 month related and relevant experience

The City of Kitchener is committed to an equity-driven, inclusive, accessible, and barrier-free recruitment and selection process, and to ensuring our workforce reflects the full diversity of the community we serve. We welcome applications from Indigenous, Black, racialized and 2SLGBTQ+ persons, as well as other equity deserving groups.

We will accommodate the needs of applicants under the Human Rights Code and Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please contact Human Resources at [email protected], or 519-783-8081 to make your needs known, so that we can support your full and equal participation throughout the hiring process.

We appreciate the interest of all applicants. Only candidates whose skills, experience and qualifications meet the requirements of the position will be contacted.

Please note that as per Human Resources Policy HUM-HIR-110, "Employment of Relatives of Staff Members and Elected Officials":

"The immediate relatives of staff of the Human Resources Division, all Directors, General Managers, or the Chief Administrative Officer and Elected Officials shall not be employed by the City in any capacity.

The immediate relatives of all other Management personnel shall not be employed where such employment would be:

1. within the same Department in the case of permanent full-time, temporary full-time and part-time classifications.

2. within the same Division in the case of students."

Department

Corporate Services

Division

Legislated Services

Union Affiliation

Non-Union/Management

Number of Positions

1

Hours of Work

Monday to Friday up to 24 hours a week

Location

Initial Location

City Hall 

City

Kitchener

Compensation

Salary Range

$24.37 - $30.471 per hour

Grade/Band

3 (Under Review)