File Clerk

Sagamok Anishnawbek

3d•Onsite

About The Position

The File Clerk – Housing is responsible for maintaining organized and accurate records related to housing programs, tenants, and housing operations. This role supports the Housing Department by ensuring files are properly maintained, accessible, and securely stored in accordance with organizational policies and confidentiality requirements. The File Clerk assists with document management, records organization, and administrative support to ensure efficient information management within the Housing Department. The position plays an important role in supporting housing staff by maintaining reliable records that support program delivery, reporting requirements, and compliance with applicable policies and procedures.

Requirements

Minimum 1–2 years of administrative or clerical experience, preferably in an office or housing-related environment.
Experience with filing systems (electronic and physical records management).
Basic records management and filing systems
Office procedures and administrative practices
Confidentiality and privacy requirements
Microsoft Office Suite (Word, Excel, Outlook)
Data entry and document management systems
Strong attention to detail and accuracy in record keeping
Valid driver’s license and vehicle for on-the-job use.
Must be able to work flexible hours.
Sign and maintain an annual oath of confidentiality.
Secure and maintain certification in Privacy and Confidentiality.
Must provide a criminal record check prior to commencing employment.

Nice To Haves

Experience working with confidential or sensitive information is preferred.
Experience in a First Nation or community-based organization is considered an asset.

Responsibilities

Organize, maintain, and update housing files, records, and documentation.
Ensure all files are properly labeled, indexed, and stored in accordance with departmental procedures.
Maintain both electronic and physical filing systems.
File, retrieve, and distribute housing documents as required.
Scan, copy, and digitize records to maintain electronic documentation systems.
Ensure documents are complete, accurate, and properly recorded.
Provide administrative and clerical support to the Housing Department.
Assist staff with locating files and retrieving documentation.
Prepare and organize files for meetings, audits, or reporting requirements.
Ensure sensitive tenant and housing records are maintained securely and confidentially.
Follow privacy and records management policies when handling personal information.
Assist in maintaining proper document retention and archiving procedures.
Enter and update information in housing databases or tracking systems.
Maintain accurate records of housing applications, tenant documentation, and housing program files.
Assist with monitoring file completeness and updating missing documentation.
Assist with maintaining files related to housing programs, applications, and housing maintenance documentation.
Support the preparation of documentation required for program reporting and compliance.
Participate in training sessions and departmental meetings as required.
Assist with general office duties within the Housing Department.
Perform other related duties as assigned by the Housing Manager.