Records Assistant

Records Assistant

Competition Number:              25/63

Posting Scope:                         Internal / External

Posted Date:                             March 25, 2025

Closing Date:                            April 8, 2025, 4:30 PM PST

Department:                              Information Technology

Posting Type:                           Temporary - up to 11 months

Work schedule:                        Monday to Friday (35 hour work week)

Salary:                                       $ 35.82 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 Project. In this position, you'll help transform the City's paper records system by implementing modern, secure, and efficient records management practices.
 

As a Records Assistant you'll 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 City's valuable information resources while developing your expertise in modern records management.

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 City’s information management program. This position provides specialized and technical expertise in managing the City’s 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 City’s 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, you will need to create an online profile or log back into our career portal at www.victoria.ca/jobs - 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 careers@victoria.ca.