The Records Management Clerk will be responsible for maintaining the records management program for the Municipality of Kincardine.
Reporting To: Manager of Legislative Services / Clerk
Responsibilities:
1. Maintain the record management systems which includes physical and electronic files, archival records and retention schedules.
2. Assist staff with the application of records management policies, procedures and techniques.
3. Maintain physical and electronic records in accordance with legal requirements, records management policy and procedures.
4. File and index general and corporate documents (i.e. by-laws, minutes, agendas, agreements, etc.)
5. Retrieve information from central, computerized and archived records and serve as a resource for all departments in locating or disposing documents.
6. Prepare, enter, index and retrieve records in the records management system.
7. Scan documents and records for input in the electronic records management system.
8. Conduct routine audits of the filing system to ensure the accuracy, completeness, and integrity of records.
9. Coordinate the destruction of records in accordance with retention schedules.
10. Conduct research relative to the corporate records management system and equipment.
11. Complete the assessment and inventory of corporate records.
12. Classify archival records based on The Ontario Municipal Records Management System (TOMRMS).
13. Develop and deliver records management training to stakeholders.
14. Assist with Freedom of Information requests and Privacy Impact Assessment.
15. Prepare communication listings for Council's Consent Agenda.
16. Respond to telephone enquiries, giving out information and resolving problems.
17. Act as the staff Secretary to municipal committees as necessary.
18. Assist with election preparation.
19. Provide back-up administrative support for the Legislative Services department as necessary.
20. Comply with Municipality of Kincardine policies and procedures.
21. Perform other duties as assigned by management.
Education & Experience Requirements:
• Post-secondary education with discipline in Archives and Records Management, Library and Information Sciences, or a related field
• 3 years of experience in records management, preferably in a municipal setting
• Experience with records management software would be considered an asset
Required Knowledge, Skills & Competencies:
• Knowledge of local government regulatory requirements for records and records retention
• Knowledge of Laserfiche and TOMRMS would be considered an asset
• Experience in using electronic document/records repositories
• Proficient in Microsoft Office Suite software and familiarity with document management, scanning functions
• Effective attention to detail and a high degree of accuracy
• High level of integrity, confidentiality, and accountability
• Demonstrated ability to be a team player with effective oral, written, and interpersonal communication skills to ensure effective working relationships with employees
• Ability to work independently and in a team environment
• Effective time management, proof reading, research, problem-solving, and computer skills
Employment Information:
• Permanent, Full-Time Position
• 35 Hours per Week
• Group 7 (Step 1 $32.50/hr - Step 5 $40.62/hr)
This job posting is for an existing position within our organization. Artificial Intelligence is not used to screen, assess or select applicants.
Qualified candidates are invited to submit their application by November 18, 2026 at 12:00PM.