Job Description

Coordinator, Inactive Records Centre

Corporate Services – Clerks 

Status: 1 Regular Full Time

Salary Range: $54,969 – $68,713 per annum (plus comprehensive benefits)

Work Mode: Onsite

Location: 3515 Wolfedale Road., Mississauga; travel to various Regional sites, as required

Hours of Work: 35 hours per week

Who we are:

To work with elected officials, the community and staff to provide service excellence that supports accessible, effective governance and a thriving community.

Records Management aims to ensure that full and reliable records are created, captured, managed as corporate assets and stored in a well-managed system with appropriate recordkeeping functionality and security.

What you will do in this role:

Join our dynamic team as a Coordinator, Inactive Records Centre, where you’ll play a pivotal role in supporting the Manager of Access to Information & Privacy and our Regional departments while coordinating the Inactive Records Centre. This is a unique opportunity to enhance your skills in records storage and retrieval, while making a significant impact on our organizational efficiency.

Key Responsibilities:

• Lead and Train: Provide expert guidance and training to department staff on utilizing EIM, SharePoint, and other Regional systems for efficient records management.
• Coordinate Compliance: Manage the circulation of Peel Region’s inactive records, ensuring compliance with the Corporate Records Retention & Classification By-law.
• Independent Circulation: Independently and repeatedly transfer banker’s boxes and records within the space and across Regional sites during intake, interfiling, retrievals, and destructions.
• Data-Driven Decisions: Analyze inactive files to determine storage suitability and compile statistical reports to monitor space holdings in the Inactive Records Centre.
• Enhance Processes: Recommend and implement program improvements to streamline records management practices.
• Digitization Initiatives: Spearhead the digitization of paper records, contributing to a comprehensive digitization program.
• Best Practices Advisor: Offer strategic advice on records management best practices and develop tailored solutions to address records-related challenges.
• Policy Development: Create and update operational policies and procedures for the Inactive Records Centre, ensuring they are effective and up-to-date.
• Audit and Maintenance: Conduct regular audits of scheduled destructions and maintain the physical integrity of records storage areas.

What the role requires:

• Diploma or current certification in a related field
• One to three years experience in an inventory, records storage environment. Combination of education and experience may be considered
• Access to personal vehicle and ability to travel to regional locations in Brampton, Mississauga and Caledon
• Ability to regularly lift a minimum of 30 lbs
• Use of stairs/rolling ladders/step stools, and other equipment to access and move records and banker’s boxes

• Regular maintenance of the space including but not limited to sweeping, cleaning and dusting boxes, and replacing damaged boxes
• Being available on-call for emergency requests that may be requested outside of regular business hours

Skills/Abilities: 

• Intermediate computer skills (Excel, Ms Outlook, Ms Word & Power Point)
• Attention to detail and high-degree of accuracy with data entry and analysis
• Excellent oral and written communication skills
• Effective organizational abilities and time management
• Excellent analytical and customer service skills
• Ability to work independently
• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias

Nice to have:  

• Exposure to the SharePoint and EIM applications is preferred

Perks @ Peel and why you will love working for us:

• Comprehensive Health, Dental, Vision benefit plan including psychological health (where applicable).
• Automatic enrolment into OMERS pension plan (where applicable).
• Accrue Vacation on a monthly basis up to 3 weeks per annum.
• 3 Paid personal days and floating holidays.
• Flexible hours supporting your wellness and wellbeing.
• Annual performance review and merit increases based on performance (where applicable).
• Supportive leadership and a culture of respect and inclusion.
• Access to tuition reimbursement (where applicable) and learning and development resources.

The Region of Peel offers job based flexible hours of work that allows employees to manage personal and professional responsibilities while at the same time ensures business operational needs and customer service expectations are achieved.

Interview: Our recruitment process will include video conference technology

Kindly ensure to regularly monitor your spam and junk email folders, as important communications regarding your application may be directed there.

If this opportunity matches your qualifications and experience, please apply on-line.

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: 40,000 - 60,000.

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