Records Management Clerk / Customer Service Clerk

City of Mississauga•Mississauga, ON

1d•CA$54,688 - CA$72,917•Hybrid

About The Position

The Records and Customer Service Clerk provides guidance, direction, and information as required to all internal and external stakeholders attending the Court location. The successful candidate will respond to public inquiries relating to court matters in-person, on the telephone, or via email, as well as at the front reception. They will provide case information, process information and forms, and offer general directions to persons entering the Courthouse. This role also involves maintaining records according to standards, organizing and maintaining files, opening new files, accurately filing material, maintaining and purging the file collection, preparing records for inactive storage, and facilitating the disposition of records process. The clerk will operate computer systems such as ICON, Gimmal, and SharePoint, collect monthly statistics, and maintain a high level of confidentiality. They must demonstrate the ability to work effectively both independently and in a team setting, provide assistance to staff, and be physically capable of lifting up to 35 lbs. Other related duties may be assigned.

Requirements

Grade 12 education with a minimum of 2 years experience in records/information management or completion of Records/Information Management course(s)
Knowledge of records management polices and procedures, classification techniques and records management best practices is required
Proficient with Records Management computer programs and other computer software (e.g., Gimmal and SharePoint, Outlook)
Excellent organizational skills.
Demonstrated ability to deal effectively with the public on an ongoing basis and work well under pressure.
Excellent customer service skills demonstrated in a front-line customer service position.
Good written communication skills to prepare/generate correspondence, e-mails and reports.
Excellent verbal communication skills to serve clients on the telephone and in person.

Nice To Haves

Knowledge of the Provincial Offences Act, Municipal, Provincial and Federal Government work environments would be an asset.
Knowledge of records management policies and principles and classification techniques is an asset

Responsibilities

Respond to public inquiries relating to court matters
Respond to inquiries in-person, on the telephone or email, as well as at the front reception from external agencies, City Staff and the public regarding court matters
Provide case information, process information and forms to general public regarding court matters
Provide general directions to persons entering the Courthouse
Follow Records Management standards, departmental procedures and requirements.
Organize and maintain files and ensure records adhere to corporate standards.
Open new files and enter all files on the Records Management system and ensure that adequate cross-referencing information is entered
Accurately file material such as all new and completed court matters, enforcement reports, newly scheduled and returning matters and new certificates
Maintain and purge file collection and file room on a regular basis
Prepare records for inactive storage according to the Records Retention Schedule and following proper records management procedures
Facilitate disposition of records process.
Operate computer system for, ICON, Gimmal and SharePoint.
Ability to collect and produce monthly statistics and metrics as required.
Maintain a high level of confidentiality in regards to public records (Freedom of Information)
Demonstrate ability to work effectively in a team setting as well as independently
Provide assistance and support to staff and team members
Must be physically capable of lifting up to 35 lbs.
Perform other related duties as assigned