Records Assistant

Records Assistant

Competition Number: 26/60

Posting Scope: Internal / External

Posted Date: March 17 2026

Closing Date: March:30 PM PST

Department: Information Technology

Work schedule: Monday to Friday ( 35 hour work week); Temporary - up to 11 months

Salary: $ 38.18 per hour Pay Grade 8

Job Code: 4309

Employee Group: This is a CUPE Local 50 position

Number of Vacancies: 1

Are you ready to play a key role in improving how a city manages its information assets The City of Victoria is seeking a detail-oriented Records Assistant to join our Physical Records Management and Modernization this position youll help transform the Citys paper records system by implementing modern secure and efficient records management practices.

As a Records Assistant youll provide specialized technical support for our Information Management program. Your responsibilities will include organizing records transfers conducting inventories assisting with records classification and offering guidance to City staff on best practices. This is an excellent opportunity to contribute to a project that will enhance the accessibility security and efficiency of the Citys valuable information resources while developing your expertise in modern records management.

Auxiliary status employees will be paid an additional 15% in lieu of vacation holiday sick leave beyond the statutory requirement and other benefits per the CUPE Local 50 Collective Agreement.

POSITION FUNCTION

Reporting to the Supervisor Archives and Records and working closely with the Records Coordinator the Records Assistant plays a key role in supporting the Citys information management program. This position provides specialized and technical expertise in managing the Citys records promotes records management best practices within the organization and supports the ongoing development and maintenance of related procedures and systems.

KEY DUTIES

• Organize and prepare departmental records for transfer to offsite storage future retrieval and access and final disposition.
• Provide specialized and technical support with surveying and inventorying City records analyzing business functions and activities and classifying and scheduling records against the corporate file plan.
• Maintain physical and intellectual control of City records during relocation temporary storage and inventory work.
• Support the records management team in the ongoing development and maintenance of the Citys records management program.
• Provide general guidance to departmental staff on records management procedures and best practices.
• Assist the records management team with the transfer and selection of City records to the Archives for long-term preservation and access.
• Update and maintain a variety of databases records and logs related to the physical and intellectual control of records including inventorying classification and offsite storage and retrieval.
• Provide regular communication and updates to the Supervisor Archives and Records and the Records Coordinator.
• Perform related duties where qualified.

INDEPENDENCE

• Work is generated by program and project objectives or is assigned by Supervisor.
• Work is reviewed through discussions with Supervisor.
• Issues such as the disposition of records is referred to a supervisor.

WORKING CONDITIONS

Physical Effort:

• Sit with arms unsupported while keyboarding. (occasional)
• Lift and carry heavy materials. (occasional)

Mental Effort:

• Long periods of concentration while analysing documents. (frequent)

Visual/Auditory Effort:

• Focus on a variety of source data and computer screens for short periods. (occasional)

Work Environment:

• Office
• Exposure to dust and mildew from archival materials and records. (often)

KEY SKILLS AND ABILITIES

• Organize and prioritize work.
• Understand and apply records and information principles and procedures.
• Knowledge of records and information legislation standards and best practices.
• Knowledge of the structure and functions of local government.
• Experience with technologies and systems used for records and information management.
• Establish and maintain effective working relationships.
• Proficient in both written and oral communication.

QUALIFICATIONS

Formal Education Training and Occupational Certification:

• Completion of 1 year of related post-secondary education specializing in Records Management Information Management Library or Archival Studies or related discipline.

Experience:

• 2 years of related experience or an equivalent combination of education and experience.

OTHER:

• May be requested to substitute in a more senior position.

To apply for this opportunity youwill need to create an online profile or log back into our career portal at - only online submissions will be considered. All applications must be submitted online by 4:30 pm on the closing date noted on the posting. Please be prepared to provide proof of qualifications as outlined in your resume.

The City of Victoria is committed to integrating equity diversity inclusion and accessibility into our programs policies spaces and services. Our goal is to cultivate a diverse and inclusive workforce that reflects the community we serve and aim to become. Individuals who are Indigenous racialized immigrants persons with disabilities 2SLGBTQIA or facing any additional barriers are encouraged to apply. Accommodations will be available upon request throughout the application and selection process.

If you require assistance please email us at .