Records and Administrative Assistant

Owen Sound; Central Ontario; On-site; CAD 40,000 - 44,000; Full time

Benefits offered by this job

OMERS Pension Plan

Benefits package

Competitive starting rate

Job summary

The Town of Parry Sound is seeking a Records and Administrative Assistant to join the Administration Department. The role focuses on managing electronic and paper records, ensuring policy compliance, and supporting key municipal functions for efficient information flow.

Responsibilities include preparing agendas, reports, minutes, and coordinating events. A post-secondary diploma in Records/Office Administration and TOMRMS experience are required, with a starting rate of $28.97/hour rising to

Qualifications

• Post-secondary diploma/degree in Records and Information Management or Office Administration.
• Experience with TOMRMS and municipal records management practices, especially electronic records.
• Knowledge of Municipal Act, MFIPPA, Vital Statistics Act.
• Proficiency with MS Office Suite and electronic document management systems.
• Experience supporting committees and elected officials in public sector.

Responsibilities

• Coordinate migration and management of electronic records per TOMRMS and retention policies.
• Contribute to records management policies, procedures, and training materials.
• Advise departments on records management best practices and compliance.
• Handle paper and electronic records with confidentiality and retention schedules.
• Assist CAO, Clerk, HR Manager, and Economic Development Officer with admin support.
• Prepare, format, and circulate key municipal documents (correspondence, agendas, reports, minutes).
• Coordinate logistics for municipal events and Council travel.

Skills

TOMRMS experience

Records management

MS Office proficiency

Communication skills

Organizational skills

Confidentiality

Public sector experience

Education

Diploma in Records and Information Management or Office Administration

Tools

Electronic document management system

Web-based applications

Job description

The Town of Parry Sound, nestled amidst the breathtaking 30,000 islands of Georgian Bay, is a vibrant community committed to exceptional quality of life and public service. We are seeking a dedicated Records and Administrative Assistant to join our Administration Department. This vital role ensures the seamless flow of information, supports key municipal functions, and contributes significantly to the operational efficiency and accountability of our Town, ultimately serving our community with excellence.

Key Responsibilities:

• Coordinate the efficient migration and management of electronic records, ensuring adherence to document naming, retention, and destruction policies in line with TOMRMS standards.
• Contribute to the development and continuous improvement of comprehensive records management policies, procedures, and training materials.
• Provide essential guidance and support to municipal departments on best practices in records management, identifying areas for enhancement and ensuring consistent compliance.
• Oversee the accurate and confidential handling of both paper and electronic records, aligning with established retention schedules and information management principles.
• Act as Deputy Division Registrar, meticulously preparing burial permits, registering deaths and stillbirths, and issuing marriage licenses in full compliance with the Vital Statistics Act.
• Manage administrative support for the CAO, Clerk, HR Manager, and Economic Development Officer, facilitating their critical departmental functions.
• Prepare, format, and circulate crucial municipal documents including correspondence, agendas, reports, and minutes for various committees, ensuring clear and timely communication.
• Coordinate logistics for municipal events and meetings, including staff appreciation days, all-staff gatherings, and Council travel arrangements, ensuring smooth execution.
• Issue essential municipal licenses such as lottery, business, and temporary vendor licenses, supporting local commerce and regulatory compliance.
• Assist with municipal election planning and administration, contributing to democratic processes.
• Provide collaborative backup support to administrative colleagues, fostering a supportive team environment.

Requirements & Qualifications:

• A post-secondary diploma or degree in Records and Information Management (RIM), Office Administration, or a closely related field.
• Demonstrated expertise and practical experience with The Ontario Municipal Records Management System (TOMRMS) and municipal records management practices, particularly with electronic records.
• Strong working knowledge of relevant legislative frameworks, including the Municipal Act, MFIPPA, and the Vital Statistics Act.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and experience with web-based applications and electronic document management systems.
• Proven ability to support committees and elected officials within a municipal or public sector setting.
• Exceptional organizational skills, with the capacity to manage multiple priorities and meet deadlines independently.
• Excellent written and verbal communication skills, enabling the preparation of professional and clear documentation.
• A collaborative and service-oriented approach, fostering positive relationships with colleagues and the public.
• High degree of tact, discretion, and a commitment to maintaining confidentiality.

Benefits:

This permanent full-time position offers a competitive 2026 starting rate of $28.97/hour, increasing to $31.85/hour upon successful completion of a five-month probation period. The successful candidate will also be eligible for the OMERS Pension Plan and a comprehensive benefits package.