Documents Management Clerk - Hamilton, Canada - City of Hamilton

City of Hamilton

Verified Company

Hamilton, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

About the City of Hamilton

Contribute to the City of Hamilton, one of Canada's largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometres of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

JOB POSTING
JOB ID #: 20988

Documents Management Clerk
Planning & Economic Development
Building Division
Hamilton City Hall

NUMBER OF VACANCIES:
2 Full-Time Vacancies (1 temporary, 1 permanent)

UNION/NON-

UNION:
CUPE Local 5167 Inside

HOURS Of

WORK:
35.00 per week

GRADE: E
SALARY/

HOUR:
$ $29.440 per hour- Note: See appropriate Collective Agreement or the Non Union Salary Range for details.

STATUS/

LENGTH:
1 permanent, 1 temporary (up to 12 months)

Job Description ID #: 209

SUMMARY OF DUTIES
Reports to the Supervisor, Plans Examination. Performs indexing, filing and clerical duties associated with the operation of the Building Department.

Maintain and build relationships with other staff by providing optimum customer service with a passion for helping people and a positive attitude.

Demonstrates ability to be efficient and work in a fast-paced environment with accuracy.

SPECIFIC DUTIES
Sorts, checks and index documents for microfilm processing.

Verify addresses, sections and reconcile discrepancies.

Type and word process labels and property file indexes.

Receive and answer inquiries from our staff and other departments.

Responsible for confidential information retrieval, and ensuring proper policy and procedures followed with confidential documents.

Ensures only proper personnel access to confidential files.

Operate equipment such as microfilm jacket reader, printer, scanner and power file.

Prepare files for microfilm processing.

Creates spreadsheets as required to accurately catalogue, sort, label and prepare for microfilming.

Investigates issues with unclear or incorrect addresses to ensure accuracy in document filing.

Perform preventative maintenance on office equipment.

Maintain adequate inventory.

Additional clerical duties including typing and word processing labels and property file indexes; receive and answer routine inquiries; and mail and file distribution.

Work in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.

Perform other duties as assigned which are directly related to the major responsibilities of the job.

QUALIFICATIONS

Demonstrated knowledge of filing skills at an intermediate level with a high degree of accuracy, acquired through relevant experience related to duties listed above or combination of education and relevant work experience.
Proficient in a computerized environment with Basic level of Microsoft Office software (Microsoft Outlook, Word, Excel).
Experience in using Amanda and GIS software an asset.
Must be proficient in Business English, modern office practices and procedures.
Ability to work effectively as part of a team and flexibility to adapt to a constantly changing environment.
Demonstrated ability to organize, prioritize, and handle large volume workloads.
Demonstrated ability to be efficient and work in a fastpaced environment with accuracy.
Must possess sufficient strength to be able to lift bundles, plans, blueprints, boxes etc. as well as stoop, crouch.

Disclaimer:

Terms:

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes.

Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination.

The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship.

If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.

We invite you to visit the departmental webpage to obtain further information on the culture and business of this department.

The incumbent shall comply with all Health and Safety Policies and Practices for this position and the workplace.

The statements made by me are true, complete and correct to the best of my knowledge.

I understand that any falsification of statements, misrepresentations, deliberate omission or concealment of information may be considered just cause for discipline, up to and including termination for internal applicants and disqualification for external applicants.