Clerk III

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable and environmentally sustainable cities. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, reconciliation, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

Main Purpose and Function

The Records Coordinator is responsible for providing a broad range of administrative support services with a focus on electronic and hard copy document and records management. The Records Coordinator works cross-departmentally to ensure the creation, preservation and accessibility of a variety of digital and hard copy records with particular focus on developing and maintaining operational records, metrics, training materials, and safety related documents that comply with regulatory requirements.

Specific Duties/Responsibilities

• Acts as Departmental Record Coordinator (DRC), Learning Management System (LMS) and VanDocs administrator.
• Maintains an up-to-date filing system for departmental records with a particular focus on Operations records, safety, training and development and facility maintenance.
• Collates records from sources within Park Board and aligns Parks approach to records management utilizing the City's VanDocs records management system.
• Receives, classifies, digitizes, files, edits, archives, retrieves, and disposes of key departmental records which may include; staff reports, service calls/cases, metrics, by-law notices, incident/accident reports, crew/safety talks, training manuals, meeting minutes, maintenance and inspection records, safety-related plans and protocols, standard operating procedures, facility records, permits, photographs, organizational charts.
• Supports the digitization and archiving of hard copy documents and records as well as the transfer of paper and electronic records to storage and/or Archives, and the proper disposal of records, in accordance with VanRIMS and other legal requirements.
• Liaises with similar roles and functions in partnering departments with shared responsibility for Civic operations to identify opportunities to implement a complete and unified approach to records management.
• Delivers training and workshops for Park Board staff related to corporate and departmental records management protocols, policies and staff responsibilities.
• Develops and maintains operational and site-specific hard copy binders of safety-related documents that comply with regulatory requirements.
• Ensures the integrity, accessibility, and completeness of hard copy records and documents including, but not limited to standard operating procedures, emergency protocols, maintenance and inspection logs, fire plans, permits, and known workplace hazards list.
• Works closely with the departmental Safety Specialist and Safety Committee members to ensure regulatory requirements are being met with respect to documentation as well as filing of crew talks, training records, WorkSafe documents, safety metrics, Material Data Safety Sheets (MSDS) and other safety-related documentation.
• Identifies key documents requiring updates to maintain document integrity and supports in updating documents, where appropriate, such as training and onboarding, emergency protocols, Standard Operating Procedures, Fire Safety Plans, Risk Assessments, and known workplace hazards lists in collaboration with subject matter experts.
• Develops and improves departmental electronic and hard-copy records management practices through the analysis of departmental needs and review of current processes.
• Assists with Freedom of Information Requests including searching, reviewing, and compiling records as required.
• Liaises with Corporate Access to Information and Records team to maintain and implement records retention and disposal protocols, policies and procedures to ensure consistent approach to records management within Park Board.
• Drafts and files correspondence, reports and presentations as required e.g. letters to the public and/or stakeholders, training materials, reports, etc.
• Researches, gathers and collates data, prepares background information and assists with the development of reports and presentations, public forums and other meetings and presentations.
• Oversees and manages a public correspondence tracking system for enquiries requiring direct responses from Directors, Managers or Subject Matter Experts.
• Other related duties and responsibilities as assigned.

Qualification Requirements

Education and Experience:

• Completion of Grade 12, preferably including or supplemented by courses in administration, records management and/or occupational health and safety.
• Considerable experience working as a Records Clerk or similar, or an equivalent combination of training and experience.

Knowledge, Skills and Abilities:

• Working knowledge in the principles of records management.
• Working knowledge of the VanRIMS classification and retention schedules and Corporate Records policies including a working knowledge of VanDocs.
• Working knowledge of regulatory requirements pertaining to documentation under Work Safe BC considered an asset.
• Superior clerical aptitude, including quality to detail.
• Excellent interpersonal skills and a proven track record in dealing tactfully and effectively with staff at all levels.
• Ability to communicate effectively with staff at all levels of the organization.
• Organizational skills and the ability to schedule and maintain a large volume of work and follow through in a timely manner.
• Ability to carry out tasks and identify priorities with limited direction.
• Ability to maintain complex records and to prepare periodic statistical and narrative reports from such records, using Microsoft Excel and PowerPoint.
• Ability to develop and deliver communication and training activities.
• Ability to analyze, understand, and present data accurately and graphically.
• Exceptional interpersonal, communication, and writing skills with advanced knowledge of business English, punctuation, grammatical usage and good vocabulary for the preparation of professional minutes, letters, reports and other written communications.
• Ability to work effectively both independently and collaboratively in a team environment.

Business Unit/Department:

Board of Parks & Recreation (1400)

Affiliation:

CUPE 15 Parks

Employment Type:

Regular Full Time

Position Start Date:

01/02/2025

Salary Information:

Pay Grade GR-017: $31.66 to $37.20 per hour

Application Close:

February 2, 2025

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process.