JOB TITLE:  Clerk, HR Records

DEPARTMENT:  Corporate Support Services

POSTING NUMBER:  106516

NUMBER OF POSITIONS:  1

JOB STATUS & DURATION:  Full Time Permanent

HOURS OF WORK:  35 hour workweek

LOCATION:  Hybrid Model*– when working onsite, you will report to the location of City Hall.

SALARY GRADE:  1

HIRING SALARY RANGE:  $49,082.00 - $55,217.00 per annum

MAXIMUM OF SALARY RANGE:  $61,352.00 per annum

JOB TYPE:  Management and Administration

POSTING DATE:  January 15, 2025

CLOSING DATE:  January 28, 2025

AREA OF RESPONSIBILITY:

Reporting to the Coordinator, Administration, this position is responsible to organize and ensure the central file storage is kept in good working order for the Human Resources division, meeting corporate service standards, legislation, security, confidentiality, policies and guidelines while maintaining and protecting the integrity of the data and record management of the division and ensuring information is easily retained and accessed.

OPERATION SUPPORT

• Accountable to ensure that the central file storage is kept well organized and that all records/files can be readily available upon request while maintaining and protecting the integrity of the data and record management of the division.
• Handle all incoming and outgoing mail/courier services and requests accurately and efficiently for effective distribution.
• Retrieve files based on staff and management requests from the system; delivers to appropriate individuals and updates the records system accordingly to ensure the location of the file is accurately updated for tracking purposes.
• Accountable for all Administration time entry functions including that information is completed accurately and submitted on time to Payroll Services for processing and that documents are filed and stored based on the policies in place.

DATABASE AND RECORD MANAGEMENT

• Receives, organizes and prepares documentation for centralized filing on a daily basis and ensure documents and files are coded and sorted in the appropriate files.
• Maintain up-to-date and accurate files, logs, correspondence and documentation, using the corporate filing system and ensure necessary sign-offs and approvals meet policies and confidentiality.
• Electronically track and log relevant information to ensure that files are traceable and accessible while maintaining and protecting the integrity of the data and record management of the division.
• Reviews the City’s Record Retention By-Law on an on-going basis to ensure the departments records are properly addressed, categorized and maintained within the record keeping software.
• Purges, prepares files for delivery to archive/records storage centre in accordance with the Records Retention By-Law.

SCHEDULE AND LOGISTICAL SUPPORT

• Assist support team and management or as requested in coordinating schedule and meeting requests, minute taking and greeting guests to ensure booking requests meet the needs of the internal and external customers.

CUSTOMER SERVICE 

• Act as a key front line contact for all internal enquiries, to meet corporate service standards, legislation, best practices, policies and guidelines.
• Answer and log all incoming and outgoing calls pertaining to records management enquiries and prioritize requests to ensure a thorough understanding of customer needs to resolve issues in a prompt and efficient manner, direct calls and enquiries to the appropriate level for resolution.
• Understand operational needs and make recommendations regarding the development, communication and implementation
• Practical Knowledge of Municipal Government and applicable Legislation

COMMUNICATION AND REPORTING

• Assist support team and management in preparing and generating reports, data entry, printing/collating packages/applications, presentations, and any other related correspondence (minutes, agenda, letters etc.,) requests are completed accurately by established timelines.
• Maintains ongoing communications and provides updates, suggestions, and information to Administration team to ensure all inquiries and requests are managed accurately and appropriately.

CORPORATE CONTRIBUTION

• Seek information using internal and external resources to gain insight of current processes to assist management in ways to support operational needs.

BUDGET SUPPORT

• Use of effective resource and expense management at all times to meet corporate policies and guidelines.

TEAMWORK AND COOPERATION

• Provide direct support, training, and information as required on records, Information Management policies, principles and procedures as well as recordkeeping software to departmental staff and HR team.
• Co-ordinates new initiatives to ensure seamless delivery and proper training are provided to staff.
• Work well within diverse groups to support operational goals and objectives.
• Demonstrate corporate values at all times.
• Participate as a member of cross-functional team.
• Provide support/backup as necessary.

SELECTION CRITERIA:

EDUCATION:

• High School diploma, training in Office Administration or equivalent in related field
• Completion of Diploma or certificate program in Business, Office Administration, or Records Management

EXPERIENCE:

• 2-3 years experience in general office preferably in both the public and unionized environment is an asset.
• 2-3 years experience (or equivalent co-op assignments) working in an office environment or in an administrative/data entry position preferred.

OTHER SKILLS AND ASSETS:

• Practical Knowledge of Municipal Government, MFIPPA and applicable Legislation is an asset
• Strong Customer Service skills to handle enquiries and resolve issues in a professional and timely manner;
• Computer proficiency in Microsoft office/software and electronic document management system
• Good Communication and People Management skills to interface with internal/external customers and suppliers
• HRIS Data entry experience required
• PeopleSoft HCM experience an asset

**Various tests and/or exams may be administered as part of the selection criteria.

#LI-Hybrid

Interview:  Our recruitment process may be completed with video conference technology.

A Qualified List will be established to fill permanent and temporary vacancies for the same or similar positions. The Qualified List will be established for a 6-month period

As part of the corporation’s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation.  Any changes affecting this position will be communicated as information becomes available. *Our Hybrid Model is subject to change.  

If this opportunity matches your interest and experience, please apply online by clicking the button above quoting reference #106516 by January 28, 2025   and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.

As part of the application process, applicants will be invited to complete a self-identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions.  Should you wish to opt out of completing the survey, please select “prefer not to answer” as a response to each question.  All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable.  The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.

Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.

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