Records and Information Clerk (Administrative Clerk - Intermediate)

at  York Region

Job Description:

QUALIFICATIONS

• Successful completion of Secondary School Graduation Diploma or equivalent approved combination of education and experience.
• Minimum two (2) years related clerical experience providing administrative and clerical support in a project-based and automated office environment.
• Current and up to date knowledge of records and information management systems, both hard-copy and electronic.
• Knowledge of general office procedures, including records and information management filing systems.
• For Transit Enforcement and Security Only - Satisfactory Police Criminal Background Check.
• Knowledge and demonstrated ability in corporate core competencies including customer focus, communication, collaboration and personal ownership.

POSITION PURPOSE

Reporting to the Supervisor, Information Management Public Works, and under the guidance of the Records Technician and Records and Information Analyst, is responsible for assisting in the operation, maintenance and support of the Records and Information Management and Electronic Document Management program (both hard copy and electronic).

MAJOR RESPONSIBILITIES

• Maintains manual and electronic filing system in accordance with Regional standards.
• Creates new files, prepares files/boxes for off-site storage in accordance with Regional standards.
• Completes paperwork/forms for file storage.
• Reviews and suggests modifications of the Department’s records and information management structure to the Records and Information Analyst.
• Assists in processing incoming information, sorts, classifies and codes material for integration into records and information management systems.
• Assists with records conversion processes.
• Inputs inventory/project information into records and information management software (Versatile Enterprise), reviewing to ensure accuracy.
• Enters record data on the Region’s standard records and information management software Edocs and Versatile Enterprise applicable to the program.
• Compiles and maintains lists for all records.
• Receives and processes records for transferring to inactive storage in accordance with established records retention by-law and procedures.
• Processes obsolete records and prepares the necessary signature documentation for records slated for destruction in accordance with the Region’s records retention by-law, records and information management destruction policy and procedures.
• Trains user department staff in the policies and procedures of records and information management.
• Responds to inquiries and resolves concerns, as appropriate, from the general public etc.