Records Advisor - Clerk III
Records Advisor - Clerk III
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Job Description
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The City of Edmonton is seeking a Records Advisor to join our Urban Planning and Economy Department. In this role you will play a crucial part in developing and applying systematic standards to recorded information ensuring that the right information is accessible to the right people at the right time and for the right purposes. You will advise on policies procedures and standards for managing recorded information throughout its lifecycle from creation to disposal. As part of the Development Services team you will manage building and development information and digitized records for both internal City users and external public customers. This involves collecting classifying and organizing data as well as compiling user data and providing monthly statistical reports. If you are looking for a challenging and rewarding opportunity to make a significant impact on how the city manages its information we encourage you to apply!
The Records Advisor is responsible for developing and implementing systematic standards for recorded information within the Urban Planning & Economy department. This role ensures the effective administration and operation of the department by making information accessible to the appropriate individuals when needed. The position involves advising on policies procedures and standards for managing recorded information across the City of Edmonton overseeing its entire lifecycle. As part of the Development Services the Records Advisor and the records team manage building and development information and digitized records providing essential services to both internal City users and external public customers.
What will you do
- Be at the heart of managing our information while maintaining and organizing branch records ensuring everything is accurately classified stored and secured following our retention schedule
- Develop and enforce records management policies from organizing to appropriate disposal
- Create and manage records storage plans for both physical and digital information
- Handle development and building records including plans and supporting documents with care and precision
- Coordinate record access balancing confidentiality privacy and public access
- Track and circulate records across City departments
- Oversee the disposal of records no longer needed adhering to policies and legal requirements
- Use automated systems to manage records throughout their lifecycle
- Efficiently tackle information requests from internal and external customers including permit details and bylaw information
- Assist staff with research and database navigation
- Analyze and determine the scope of information requests
- Conduct internal searches for planning and land use information
- Research informationsharing opportunities with other organizations
- Explain search processes and policies to customers addressing confidentiality and public access
- Identify reliable information sources across various systems
- Prepare and deliver search reports ensuring appropriate information is shared
- Provide records to the Citys Law Branch and FOIP department
- Offer guidance on records retention schedules and processes
- Coordinate record transfers to the Corporate Records Centre
- Create and maintain inventories
- Share information with the public and partners about record accessibility
- Manage the disposal of transitory records
- Completion of Grade 12 including business subjects with emphasis on general office practices or completion of an appropriate certificate program from an approved business school/college
- Minimum 3 years of progressively responsible and diverse office experience including advanced minutetaking multiple calendar management and demonstrated supervisory experience
Assets:
- Records Certificate
- FOIP certificate
- City of Edmonton Records Management 101
- RIM Certificate
- Building Plans and Blueprint Reading course from a postsecondary institution
- Proficiency with Google Docs and Sheets
- Experience with POSSE File Trail & SAP
Skills required for success:
- Strong knowledge of the City of Edmonton and neighborhood locations
- Proficient in Google applications
- Good time management and priority setting with the ability to coordinate others plan and track work
- Knowledge of records and information management concepts and practices
- Knowledge of information management policies processes procedures acts and legislation
- Establish and maintain effective working relationships within the team and other stakeholders
- Ability to exercise effective conflict resolution skills
- Ability to solve problems take initiative and make decisions in accordance with established policies and procedures
- Demonstrated ability to continually improve processes adapt to changes and work independently through ambiguity
- Demonstrated professionalism with an ability to maintain high confidentiality
- Demonstrated ability to provide a high standard of thoroughness accuracy and attention to detail while managing a heavy workload adjusting priorities dealing with changing priorities and maintaining stable performance under pressure
- Strong analytical decisionmaking multitasking and organizational skills
- Ability to work independently as well as in a team environment
- Knowledge of document classification skills
- Knowledge and experience of the preparation and creation of record retention schedules
- Knowledge of advanced documents management and scanning technologies
- Ability to communicate effectively and adapt to changes and meet deadlines to complete tasks effectively
- Manage documentation file systems and data compilation with a high degree of accuracy for entering updating and correcting databases
- Demonstrate service excellence embracing diversity and promoting inclusiveness
- Alignment to our Art of Inclusion:Art of Inclusion: Our Diversity and Inclusion Framework
- Alignment to ourCultural Commitments
- Alignment to ourLeadership Competencies
- Applicants may be tested
Work Environment:
- Note: This position may be eligible for a hybrid work arrangement with the flexibility to work from both home and the worksite as per the Letter of Understanding between the City of Edmonton and Civic Service Union 52
- The weekly hours of work for this position are currently under review and may change at a future time. Any changes will be made in accordance with the City of Edmonton/Civic Service Union 52 collective agreement and the incumbent will be notified in advance
The City of Edmonton values applicants with a diverse range of skills experiences and competencies and encourages you to apply. We strive to provide reasonable access and accommodations throughout the recruitment process. To request an accommodation please contact Learn more about our benefits.
Up to 1 permanent fulltime position
Hours of Work: 33.75 hours per week
Salary Range: $28.644 $35.917 Hourly $50463.57 $63276.77 Annually
Talent Acquisition Consultant: PO/MM
Edmonton rests in the heart of Treaty Six territory in Alberta and the homelands of the Metis Nation.
Required Experience:
Unclear Seniority
Employment Type
Advisor
