Document Management Clerk 

Position Summary

Reporting to the Manager, Information, Elections and Projects, the Document Management Clerk will be responsible for a variety of office service functions.  In this position you will operate print equipment, postal equipment, collators, folder inserters; coordinate and log couriered materials; prepare, scan, index and store records; prepare boxes and records for storage, retrieve records for internal customers and track all requests to recall records for all City departments and divisions.

Key Duties and Responsibilities

• Routine Disclosure Requests under the Municipal Freedom of Information and Protection of Privacy Act.
• Receive request and research and retrieve documentation related to the request, liaise with internal staff for guidance or approval in fulfilling the request, and track all requests in the Customer Relationship Management system.
• Process Death Registrations and liaison with outside agencies such as hospitals, coroner’s office, Office of the Registrar General to ensure seamless processing of Vital Statistic registrations. Ensure all practices and processes adhere to the Vital Statistic Act.
• Prepare documentation and collect associated fees, maintain logs of Office Services equipment, order corporate supplies, receive skids of boxes of paper and store office Corporate supplies.   
• Enter orders in the purchase tracking system and match invoices with work orders and requisitions.
• Produce a high volume of printed material, which may include cerlox binding, lamination and electronic printing of mailing envelopes, prepare mailings with special paper folds, inserts and affix postage. 
• Provide digital scanning and archiving for the City.
• Receive and process City wide records management requests including the delivery, and retrieval of the records. 
• Organize outgoing boxes for pick up from the outside storage contractor
• Ensure the Citys shredding program adheres to best practices. 
• Schedule mass shredding and mixed media shredding

Education and Experience

• High School Diploma
• College certificate in Archival and or Records Management is an asset
• 1 year experience in a similar role

Required Skills/Knowledge

• Excellent communication both verbal and written skills are required in order to answer both internal and external customer inquiries
• Previous training with mailroom equipment including the use of high speed volume print production copiers, folders, inserters, collating, cerlox binding, envelope addressing and imprinting equipment, oversized blueprint scanners and printers, postage weighing equipment and postal metering machines
• Physically able and competent to perform the physical demands of this position which include lifting boxes, bending and standing.
• Must be well organized, focused and with attention to detail
• Must be able to multi-task and keep tight schedules and strict time deadlines
• Demonstrates good judgment and makes sound decisions
• Shows commitment to personal growth, development, and leadership opportunities
• Shares new ideas and challenges the status quo
• Proven written and verbal communication skills with the ability to communicate with honesty, openness, respect, and trust
• Takes initiative to participate in a culture of learning, mentoring, and sharing
• Contributes to building and being a part of a positive culture
• You possess a valid Ontario Class "G" Driver's License in good standing with access to a vehicle for use on corporate business (mileage compensated).
• Some lifting up to 65 Lbs, bending, and standing
• Demonstrate the City’s corporate values of care, collaboration, courage and service

Leadership Competencies