Coordinator, Inactive Records Centre

Corporate Services – Clerks

Status: 1 Regular Full Time

Salary Range: $54,969 - $68,713 per annum (plus comprehensive benefits)

Work Mode: Onsite

Location: 3515 Wolfedale Road., Mississauga; travel to various Regional sites, as required

Hours of Work: 35 hours per week

Who We Are

To work with elected officials, the community and staff to provide service excellence that supports accessible, effective governance and a thriving community.

Records Management aims to ensure that full and reliable records are created, captured, managed as corporate assets and stored in a well-managed system with appropriate recordkeeping functionality and security.

What You Will Do In This Role

Join our dynamic team as a Coordinator, Inactive Records Centre, where you’ll play a pivotal role in supporting the Manager of Access to Information & Privacy and our Regional departments while coordinating the Inactive Records Centre. This is a unique opportunity to enhance your skills in records storage and retrieval, while making a significant impact on our organizational efficiency.

Key Responsibilities

• Lead and Train: Provide expert guidance and training to department staff on utilizing EIM, SharePoint, and other Regional systems for efficient records management.
• Coordinate Compliance: Manage the circulation of Peel Region's inactive records, ensuring compliance with the Corporate Records Retention & Classification By-law.
• Independent Circulation: Independently and repeatedly transfer banker’s boxes and records within the space and across Regional sites during intake, interfiling, retrievals, and destructions.
• Data-Driven Decisions: Analyze inactive files to determine storage suitability and compile statistical reports to monitor space holdings in the Inactive Records Centre.
• Enhance Processes: Recommend and implement program improvements to streamline records management practices.
• Digitization Initiatives: Spearhead the digitization of paper records, contributing to a comprehensive digitization program.
• Best Practices Advisor: Offer strategic advice on records management best practices and develop tailored solutions to address records-related challenges.
• Policy Development: Create and update operational policies and procedures for the Inactive Records Centre, ensuring they are effective and up-to-date.
• Audit and Maintenance: Conduct regular audits of scheduled destructions and maintain the physical integrity of records storage areas.
  
  

What The Role Requires

• Diploma or current certification in a related field
• One to three years experience in an inventory, records storage environment. Combination of education and experience may be considered
• Access to personal vehicle and ability to travel to regional locations in Brampton, Mississauga and Caledon
• Ability to regularly lift a minimum of 30 lbs
• Use of stairs/rolling ladders/step stools, and other equipment to access and move records and banker’s boxes
• Regular maintenance of the space including but not limited to sweeping, cleaning and dusting boxes, and replacing damaged boxes
• Being available on-call for emergency requests that may be requested outside of regular business hours
  
  

Skills/Abilities

• Intermediate computer skills (Excel, Ms Outlook, Ms Word & Power Point)
• Attention to detail and high-degree of accuracy with data entry and analysis
• Excellent oral and written communication skills
• Effective organizational abilities and time management
• Excellent analytical and customer service skills
• Ability to work independently
• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias
  
  

Nice To Have

• Exposure to the SharePoint and EIM applications is preferred
  
  

Perks @ Peel and why you will love working for us:

• Comprehensive Health, Dental, Vision benefit plan including psychological health (where applicable).
• Automatic enrolment into OMERS pension plan (where applicable).
• Accrue Vacation on a monthly basis up to 3 weeks per annum.
• 3 Paid personal days and floating holidays.
• Flexible hours supporting your wellness and wellbeing.
• Annual performance review and merit increases based on performance (where applicable).
• Supportive leadership and a culture of respect and inclusion.
• Access to tuition reimbursement (where applicable) and learning and development resources.
  
  

The Region of Peel offers job based flexible hours of work that allows employees to manage personal and professional responsibilities while at the same time ensures business operational needs and customer service expectations are achieved. 

Interview: Our recruitment process will include video conference technology

Kindly ensure to regularly monitor your spam and junk email folders, as important communications regarding your application may be directed there.

If this opportunity matches your qualifications and experience, please apply on-line.

About Us

Peel Region consists of the cities of Brampton and Mississauga, and the town of Caledon. Peel Region delivers essential services to more than 1.5 million residents and approximately 200,000 businesses.

We’re working to create a community that is safe, inclusive, and accessible. A place where everyone feels they belong and can access the services they need to thrive throughout each stage of life.

Our workforce is 6,700 strong and s ince 1974, we’ve been delivering a wide range of resident focused services. Our services include paramedic services, health programs, long-term care and services for seniors, child care support, garbage collection and recycling, waste water and water treatment, road maintenance, financial assistance, and housing support.

Recognized by Canada's Healthy Workplace Month with the Great Employer Award presented by Excellence Canada, Peel Region is a place where everyone feels they belong. We strive to develop a workplace that values and respects diversity, practices inclusion, recognizes the unique contributions and abilities of all people and facilitates innovative thinking. At Peel Region, people come first. Each employee has an important role within our community and when we work together, it’s impactful. We encourage you to join us in delivering essential services and programs to our diverse community. You won't find a better opportunity than Peel Region.

Additional Information

Peel Region is committed to a diverse and inclusive workplace where everyone is respected and valued for their contributions, and where everyone is treated fairly and has opportunity to grow and develop. As one of the most diverse regions in Canada, we are committed to establishing a qualified workforce that is reflective of the population we serve.

Peel Region is committed to providing accommodations throughout the recruitment process, upon request. If you require accommodation, please notify us and we will work with you to meet your needs. Accessible formats and communication supports are available. Please contact [email protected]

Please be advised, Peel Region uses email to communicate with applicants for open job competitions and does not use AI technology in any part of the recruitment process. 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 position and your application will be removed from the competition.