The Corporation of the Town of Orangeville

invites applications for the position of

Records Assistant

Corporate Services Department

(Eight-month contract position, 35 hours per week)

The Town of Orangeville has an eight (8) month contract opportunity available for the position of Assistant, Records. Reporting to the Deputy Clerk, this position is responsible for facilitating the integration of departmental records into the Town’s Corporate Records Management Program. The expected commencement date for this position is projected to be May 2024, with an expected end date of December 20, 2024

Job Duties:

• Assisting the Deputy Clerk and Co-ordinator, Records with administering the Town’s Records Management Program; maintaining the corporate records classification system; maintaining and indexing all corporate legal documents; assisting with the provision of training relating to records and information management. 
• Under the direction of the Deputy Clerk, providing research on policies and procedures as required; assisting with developing and implementing policy initiatives related to records management.
• Responding to inquiries and collaborating with the public, other government entities, and colleagues, through telephone and in-person communication, concerning all components of the Clerk’s and By-law Divisions' operations.
• Providing general administrative and records management support to the Clerk’s Division; providing back-up to the Co-ordinator, Records as required; Assist the Clerk in the conduct of the municipal elections. 
• Performing the duties of a Commissioner of Oaths in accordance with provincial legislation.
• Other duties as assigned.

Qualifications:

• College Diploma in Public Administration, Office Legal Administration, Records and Information Management or a related field.
• Minimum one (1) year of records management experience.
• Demonstrated knowledge and understanding of principles and practices of records and information management including methods and techniques of document indexing and coding.
• Computer proficiency in MS Office, SharePoint and related information systems.
• Excellent interpersonal, organizational, priority and record retention skills with the ability to respect confidentiality; ability to work independently to complete tasks with a high degree of accuracy and to complete work within time constraints.
• Completion of a Records and Information Management Certificate Program, preferred.
• Knowledge and experience with the Ontario Municipal Records Management System (TOMRMS) classification system and Electronic Document and Records Management Systems (EDRMS), preferred.

Successful candidates will be required to complete a background check, including but not limited to a Criminal Record Check in accordance with the duties of this position.

Salary Range: $51,889.66 to $60,703.56, Band 5 on the Town’s 2024 pay grid.

Qualified candidates are invited to submit their resumes in confidence, addressed to Sarah Mayer, Co-ordinator, Human Resources, no later than 4 p.m. on Friday, May 3, 2024. Applications may be submitted online or in person to the Town Hall located at 87 Broadway. Please do not email your application.

To select the best candidates to serve the Town of Orangeville and its people, several screening tools, including Police Record Checks are required as part of the hiring process for some employment or volunteer positions. When requested, applicants are required to provide a Police Record Check as a condition of their offer of employment. Police Record Checks must be dated within three (3) months of the employment offer to be considered valid. The specific type of Police Record Check required will be indicated in the job posting qualifications.

The Town of Orangeville is an equal opportunity employer. Accommodations are available for all parts of the recruitment process. Applicants need to make their needs known in advance. By submitting your personal information to the Town of Orangeville, you consent to the collection, use, and disclosure of that information in connection with our recruitment, hiring and/or employment processes. Personal information on this form is collected under the authority of the Municipal Act, 2001, S.O. 2001, c.25, as amended, and will be used to determine the qualifications for employment with the Town of Orangeville. Questions about this collection should be directed to the Manager, Human Resources at 87 Broadway, Orangeville, Ontario L9W 1K1.