Data Digitalization Clerk

City of Greater Sudbury; Greater Sudbury; On-site; CAD 30,000 - 60,000; Full time

Job summary

A municipal city authority is looking for an individual to manage the digitization of records and maintain a centralized database. Key qualifications include a completed Secondary School education and proficiency in software like Excel and Adobe. The role involves organizing archival documents and adhering to the city's record retention policies. Experience in a Windows environment is crucial. This position offers a range of pay from $22.98 to $26.18 per hour.

Qualifications

• Successful completion of Secondary School (Grade XII) Education.
• Additional training or proficiency in software programs.
• Ability to use scanning equipment and data entry.

Responsibilities

• Digitize archival records and maintain a centralized database.
• Assemble documents into required formats.
• Create and maintain an index of planning files.

Skills

Organizational skills

Attention to detail

Interpersonal skills

Proficiency in Excel

Proficiency in Adobe Pro

Proficiency in Nuance

English proficiency (verbal and written)

Education

Secondary School (Grade XII)

Tools

Scanner

Windows environment applications

Job description

Overview

Division: Engineering Services

Department: Community Infrastructure

Initial Reporting Location: Tom Davies Square

Job Status: Limited Positions

Estimated Probable Duration: Seven (7) Months

Number of Vacancies: 2

Affiliation: CUPE 4705 Inside Unit

Hours of Work: 70 hours bi-weekly

Shift Work Required: No

Range of Pay: Group 3 - $22.98 to $26.18 per hour (Subject to Review)

The start date will follow the selection process.

Main Function: Responsible to the Administrative Assistant to the Director of Engineering Services for the complete digitization of all paper-based records, creation of a central digital records system and migration of centralized digital records for internal and external search and review.

Duties

• Establish, maintain, and update a centralized database of department records on a daily basis by digitizing archival records.
• Assembling electronic or paper documents into PDF or other formats as required.
• Create and maintain an index of historical planning files in accordance with policy and legislation.
• Type reports, correspondence, forms and perform general clerical duties as well.
• Transport files from storage to scanning areas and arrange the permanent relocation of files to the City Archive.
• Understand and ensure adherence to the record retention policy of the City of Greater Sudbury.
• Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
• Perform other related duties as required.

Qualifications

• Successful completion of Secondary School (Grade XII) Education.
• Additional training, education, or proven proficiency in at least one of the following software programs; Excel, Adobe Pro or Nuance.
• Up to six (6) months of related experience.
• Ability to use a scanner and enter data.
• Ability to work with computer software and administrative systems in a Windows environment (e.g. file maintenance, spreadsheet applications, information input and retrieval, etc.).
• Demonstrate excellent organizational skills and attention to detail.
• Ability to demonstrate interpersonal skill in dealing with people in a courteous and effective manner.
• Excellent use of English; verbally and in writing.
• Satisfactory health, attendance, and former employment history.

Competencies

Competency Library - Level 1 Proficiency

How To Apply

If you are viewing this job posting through a website other than the City of Greater Sudbury's, please visit www.greatersudbury.ca/jobs to apply online.

We must receive your resume before 11:59 p.m. on Wednesday, October 1, 2025. For those providing a French language resume, please also include an English version.

• Click on the Apply for Job button.
• Follow the step by step application process.
• Ensure you attached a cover letter and resume. Acceptable file types are:
• .doc
• .docx
• .txt
• .pdf
• .rtf
• Once completed, review your application and click on the Submit button.
• Upon submission of your application, you will get a confirmation on the screen that your application has been successfully submitted. You will also receive an e-mail confirmation to the e-mail address on your profile.

All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

Live outside Canada or new to Canada?

The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada (greatersudbury.ca)

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