Records Management and Administrative Assistant

Town of Parry Sound; Central Ontario; On-site; CAD 42,000 - 56,000; Full time

Job summary

The Town of Parry Sound is seeking a Records Management and Administrative Assistant for a full-time, on-site position in Parry Sound, ON. The role focuses on organizing, maintaining, and updating physical and electronic records in line with municipal policies and legislative requirements.

Responsibilities include filing, correspondence, database maintenance, and assisting with retention, archiving, and disposal; plus scheduling, reception duties, and preparing meeting agendas and minutes.

Qualifications

• Strong administrative assistance skills, including organizing documents, managing schedules, and supporting office operations.
• Professional phone etiquette and customer service skills, with the ability to handle inquiries and direct calls effectively.
• Clear and respectful communication skills, both written and verbal, for interacting with staff, residents, and external partners.
• Experience with executive administrative assistance, including preparing reports, meeting materials, and confidential correspondence.
• Clerical skills such as filing, data entry, record indexing, and maintaining accurate databases and logs.
• Knowledge of records management principles, retention schedules, and privacy/confidentiality requirements in a public sector setting.
• Proficiency with office software (e.g., word processing, spreadsheets, email, document management systems).
• Ability to prioritize tasks, meet deadlines, and work both independently and as part of a team in a municipal environment.
• Relevant education or training in office administration, records management, or a related field; experience in municipal or public administration is an asset.

Responsibilities

• Filing and retrieving documents and preparing correspondence; maintaining databases and record inventories.
• Assisting with records retention, archiving, and disposal processes.
• Handling scheduling and reception duties; managing phone and email inquiries.
• Preparing meeting agendas and minutes; supporting municipal staff with information management.
• Collaborating with departments to ensure accurate, accessible records and efficient office operations.

Skills

Organizing documents

Schedule management

Office operations

Phone etiquette

Written and verbal communication

Independent & team work

Data entry

Record keeping

Prioritization

Public sector interaction

Education

Office administration training

Records management knowledge

Tools

Word processing

Spreadsheets

Email systems

Document management systems

Job description

Company Description

The Town of Parry Sound is a growing municipality located on Georgian Bay’s renowned 30,000 Islands, approximately two hours north of Toronto and two hours south of Sudbury. The community offers strong arts, culture, heritage, recreation, healthcare, shopping, and entertainment amenities, including the Charles W. Stockey Centre for the Performing Arts and the Bobby Orr Hall of Fame. Parry Sound is experiencing significant development to support a growing population and encourages economic opportunities across multiple industries. Guided by its vision as “The Jewel of Georgian Bay,” the Town is committed to opportunity, growth, and healthy living, and follows the values of Collaboration, Honesty, Accountability, Respect, and Transparency. It is a community-focused workplace that listens to residents and collaborates with regional partners to deliver excellent municipal services.

Role Description

The Records Management and Administrative Assistant is a full-time, on-site role based in Parry Sound, ON. This role supports effective records management by organizing, maintaining, and updating physical and electronic records in accordance with municipal policies and legislative requirements. Day-to-day responsibilities include filing and retrieving documents, preparing correspondence, maintaining databases and record inventories, and assisting with records retention, archiving, and disposal processes. The position also provides general administrative support such as scheduling, reception duties, handling phone and email inquiries, and preparing meeting agendas and minutes. The role requires close collaboration with municipal staff and departments to ensure accurate information management and efficient office operations.

Qualifications

• Strong administrative assistance skills, including organizing documents, managing schedules, and supporting office operations.


• Professional phone etiquette and customer service skills, with the ability to handle inquiries and direct calls effectively.


• Clear and respectful communication skills, both written and verbal, for interacting with staff, residents, and external partners.


• Experience with executive administrative assistance, including preparing reports, meeting materials, and confidential correspondence.


• Clerical skills such as filing, data entry, record indexing, and maintaining accurate databases and logs.


• Knowledge of records management principles, retention schedules, and privacy/confidentiality requirements in a public sector setting.


• Proficiency with office software (e.g., word processing, spreadsheets, email, document management systems).


• Ability to prioritize tasks, meet deadlines, and work both independently and as part of a team in a municipal environment.


• Relevant education or training in office administration, records management, or a related field; experience in municipal or public administration is an asset.