Clerical Assistant

Raise; Toronto; On-site; CAD 25,000 - 30,000; Part time

Job summary

Raise is seeking a Clerical Assistant for a 6-month onsite contract in North York, ON, to provide records management, archival support, and digitization assistance. You will organize physical and electronic records and ensure secure storage and accessibility.

Responsibilities include sorting, boxing, off-site storage prep, validating records against the system of record, scanning and uploading documents, and assisting with recall requests and inventory updates.

Qualifications

• Experience in records management, document control, archives management, or a related administrative field.
• Strong attention to detail with the ability to verify and maintain accurate records.
• Experience working with document management systems and electronic records repositories.
• Ability to organize, prioritize, and manage multiple record-related tasks.
• Proficiency in scanning, digitization, and document handling processes.
• Strong communication and coordination skills for working with internal teams and storage vendors.
• Ability to handle confidential and sensitive information with discretion.

Responsibilities

• Sort, organize, box, and prepare records for off-site storage, ensuring proper cataloging and manifesting.
• Review and verify asset records retrieved from storage by: Confirming original documents; Validating records exist in the system of record; Ensuring information is accurate and complete; Filing in the correct collection order; Updating manifests and systems of record.
• Process historical asset records by: Verifying accuracy and completeness; Scanning and digitizing physical records; Uploading records to the system of record; Preparing records for storage through boxing and manifesting; Updating tracking systems to maintain inventory and status.
• Assist with records recall requests, ensuring timely retrieval and delivery of requested records.
• Coordinate off-site storage activities, including record transfers, inventory management, and recall processes.
• Provide logistical and administrative support for the LUG Digitization Initiative, helping to facilitate digitization and management of legacy records.

Skills

Records management

Document control

Archives management

Attention to detail

Digitization

Scanning

Coordination

Confidentiality

Job description

Clerical Assistant

• Contract Length: 6 Months
• Work Type: Onsite
• Location: North York, ON M2J 1P8

Raise is currently hiring a contract team member on behalf of our client. They’re expanding their team to meet growing needs, making this a unique opportunity to work with an industry leader.

Job Overview

• Provide records management and archival support by organizing, verifying, digitizing, and maintaining physical and electronic records. This role ensures the accuracy, accessibility, and secure storage of asset records while supporting records retrieval, off-site storage operations, and digitization initiatives.

Key Responsibilities

• Sort, organize, box, and prepare records for off-site storage, ensuring proper cataloging and manifesting.
• Review and verify asset records retrieved from storage by:
  • Confirming records are original documents.
  • Validating records exist within the system of record.
  • Ensuring recorded information is accurate and complete.
  • Filing records in the correct collection order.
  • Updating manifests and systems of record to reflect changes.
• Process historical asset records by:
  • Verifying the accuracy and completeness of information.
  • Scanning and digitizing physical records.
  • Uploading records to the system of record.
  • Preparing records for storage through boxing and manifesting.
  • Updating tracking systems to maintain accurate inventory and record status.
• Assist with records recall requests, ensuring timely retrieval and delivery of requested records.
• Coordinate off-site storage activities, including record transfers, inventory management, and recall processes.
• Provide logistical and administrative support for the LUG Digitization Initiative, helping to facilitate the successful digitization and management of legacy records.

Qualifications

• Experience in records management, document control, archives management, or a related administrative field.
• Strong attention to detail with the ability to verify and maintain accurate records.
• Experience working with document management systems and electronic records repositories.
• Ability to organize, prioritize, and manage multiple record-related tasks.
• Proficiency in scanning, digitization, and document handling processes.
• Strong communication and coordination skills for working with internal teams and storage vendors.
• Ability to handle confidential and sensitive information with discretion.
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Looking for meaningful work? We can help

We strive to build teams that reflect the diversity of the communities we work in. We encourage all qualified applicants to apply, including people from traditionally underrepresented groups such as women, visible minorities, Indigenous peoples, people identifying as LGBTQ2SI, veterans, and people with visible/nonvisible disabilities.

We have a dedicated webpage for accommodations where you can learn more about what we offer and request accommodation: https://raise.jobs/accommodations/