Records Management Assistant

Town of Georgina; Georgina; On-site; CAD 30,000 - 60,000; Full time

Job summary

A local government organization in Ontario is seeking a Records Management Assistant to support the records management program. The role involves assisting with records classification and management. Qualified candidates should have relevant academic training, strong communication skills, and the ability to handle confidential information. This full-time temporary position is based at the Civic Centre, offering a salary of $32.00 per hour.

Qualifications

• Enrolled in or recently graduated from formal academic training.
• Knowledge of industry standards related to records management.

Responsibilities

• Assist the Records Coordinator with record management program.
• Implement corporate records classification structure.
• Communicate changes to Town staff regarding record policies.

Skills

Verbal communication

Written communication

Knowledge of records management systems

Attention to detail

Education

Two-year diploma in Library and Information Technician or related field

Tools

Microsoft Office Suite

Electronic Document and Records Management Systems (EDRMS)

Job description

Records Management Assistant

(Posting #2025.83T)

Department: Corporate Services

Location: Civic Centre

Status: Temporary (Up to 6 months)

Hours: Full-time

Number of Positions: 1

Salary: $32.00 per hour

Date Posted: July 14, 2025

Date Closing: July 28, 2025

Come work with us!

Employment with the Town of Georgina offers an opportunity to make a positive difference in our community. We are a progressive, forward-thinking organization focused on continuous improvement, innovation and providing exceptional customer service. We offer a collaborative team environment and an excellent place to take charge of your career.

Position Purpose

Responsible for assisting the Records Coordinator with the Town-wide records management program, assisting with the implementation of a corporate records classification structure, electronic document and records management system, providing technical assistance and training to staff, managing the life cycle of Town records and ensuring consistent application and compliance of the records management program.

Minimum Qualifications

Enrolled in or recently graduated from formal academic training, equivalent to a two-year diploma program in Library and Information Technician, Business Information Management, Public Administration or related discipline, Records & Information Management Certificate or a suitable combination of education and experience. For full details, please see attached job description.

How to apply

Qualified applicants are invited to submit a resume and cover letter, identifying the Job Title and Job ID#. Please apply by visiting the www.georgina.ca/careers no later than 11:59 pm on the closing date. The assessment process may include a practical test and/or interview.

Committed to diversity and a barrier-free environment

The Town of Georgina is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process, ensuring that all applicants have equitable access to employment opportunities. As we grow, it’s important that our workforce reflects the diversity and experiences of the citizens we serve. We respect, encourage, and celebrate diversity. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please advise the Human Resources Team if you require an accommodation(s) and we will work with you to meet your needs throughout any stage of the process. Please be advised that this information will be treated in a confidential manner.

We thank all candidates for their interest, however only those being considered will be contacted.

Personal information collected will be used in accordance with the Municipal Freedom of Information and Protection of Privacy Act for the purpose of candidate selection. Further information concerning the collection of personal information should be directed to the Human Resources Manager, Town of Georgina, 26557 Civic Centre Road, Keswick, ON L4P 3G1 [phone]

JOB DESCRIPTION

POSITION: Records Management Assistant

DIVISION: Clerk’s

DEPARTMENT: Corporate Services

PRIMARY FUNCTION:

Responsible for assisting the Records Coordinator with the Town-wide records management program, assisting with the implementation of a corporate records classification structure, electronic document and records management system, providing technical assistance and training to staff, managing the life cycle of Town records and ensuring consistent application and compliance of the records management program.

SUPERVISION RECEIVED:

Town Clerk

DIRECTION EXERCISED:

None

DUTIES AND RESPONSIBILITIES:

• Responsible for assisting the Records Coordinator with the daily administration of the Town’s record and information management program, including implementation and maintenance of the corporate records classification structure, record storage, both physical and electronic, records retrieval and records destruction.
• Assists the Records Coordinator in the management of records including sorting, filing, merging, labeling, storing, retrieving, listing, cataloging and makes recommendations for disposal in accordance with legislation and the Town’s records retention program.
• Coordinates and assists Town staff with the implementation of the corporate records management program, electronic document and records management system and records retention bylaw.
• Communicates changes to the Town records classification structure, retention bylaw, policies and procedures to Town staff.
• Responds to general enquiries from and liaises with internal staff and Members of Council, other levels of government and staff on the telephone, in person, and through written correspondence regarding all aspects of the operations of the Clerks Division referring requests to other departments as required.
• Assists Clerks Division with other duties as assigned.
• Works on special projects as assigned.
• Participates in the Town’s Health & Safety Program and follows safety practices in work methods and procedures. Observes and complies with all relevant health and safety regulations.

The above statements reflect the general details considered necessary to describe the principal functions and duties of the position and will not be construed as a detailed job description of the work requirements that may be inherent in the job.

SKILL/KNOWLEDGE REQUIREMENTS:

• Enrolled in or recently graduated from formal academic training, equivalent to a two year diploma program in Library and Information Technician, Business Information Management, Public Administration or related discipline, Records & Information Management Certificate or a suitable combination of education and experience.
• Working knowledge of municipal/Provincial/Federal statutes and industry standards related to records and information management systems and records retention requirements.
• Knowledge and experience with the Ontario Municipal Records Management System (TOMRMS) classification system, and Electronic Document and Records Management Systems (EDRMS), would be an asset.
• Excellent verbal and written communication skills to deal effectively in person and by telephone at all times.
• Ability to demonstrate a high degree of professionalism, integrity, tact and maintain confidentiality of corporate information.
• Ability to lift and carry files and documents weighing up to 40 pounds is required.
• Skill and efficiency required in the use of computer and associated software, including word processing, spreadsheets, internet, email, scanner and the manipulation of documents.