Records Administrator
City of Mississauga
Mississauga, ON
Job Summary

Under the direction of the Manager of Legislative Services & Deputy Clerk, the successful candidate will be responsible for researching, processing and maintaining Council decisions; consolidating, posting online and the distribution of by-laws.

Duties and Responsibilities

Research and provide information related to all City Council Decisions (By-laws, Resolutions, Recommendations and Corporate Reports) for specific and general inquiries received from various City staff, Members of Council, residents, general public and outside agencies within an established time frame.
Maintain all closed session reports housed in the Clerks vault to ensure confidentiality.
Respond to and track Infor Public Sector requests.
Prepare documents for ceritified true copies affixed with the corporate seal as required for various City staff.
Prepare, upload and enter Council decisions in the Words application through SharePoint for the electronic storage of Council Decisions (by-laws, recommendations and resolutions).
Provide advice and training on the Words (Council Decisions) application to City staff, as required.
Consolidate, maintain, distribute to City staff and external agencies, and post by-laws that are of interest on the City's website, including the Traffic-By-law.
Ensure the Traffic By-law is updated and current, in order to provide an accurate and enforceable By-law to the Peel Regional Police, Legal Services, the Region of Peel, City staff, general public and outside agencies.
Record and chrono-index City By-laws.
Ensure by-law authorized agreements are tracked, signed by all parties, and maintain one copy for the City's official record.
Distribution of assumed M-Plans to internal and external clients.
Maintain and order supplies for the storage of By-laws, resolution and council minutes and ensure they are properly secured and stored.

Skills and Qualifications

Post-secondary education in Records and/or Information Management or equivalent from an approved institution.
Minimum 2 years experience in the Records and/or Informatin Management field is required, preferably in a municipal government setting.
Familiarity with Council and Committee operations would be an asset.
Strong research, investigative and problem solving skills is required.
Excellent customer service skills is required.
Excellent verbal communication skills to serve clients on the telephone and in person is required.
Proficient computer skills including the use of Microsoft Office, SharePoint, web publishing software is required
Ability to work independently and in a team environment, with excellent time management skills to respond to requests, and to process and post information in order to meet deadlines is required.
Knowledge and understanding of municipal and provincial legislation and regulations to understand the implications and applicability of the approved by-laws is an asset.
Familiarity with the City's applications would be an asset.
Familiar with records management procedures and corporate policies and procedures is an asset.
Ability to apply proper use of confidentiality for closed session reports, freedom of information and applicable agreements is required.


Hourly Rate/Salary: $ 52,855.00 - $ 70,476.00
Hours of Work: 35 hours
Work Location: Civic Centre
Department/Division/Section: CPS/Corporate Services Dept , CPS/Office of the City Clerk , Legislative Services
Non-Union/Union: Non Union

A Criminal Record Search will be required of the successful candidate, their own expense, to verify the absence of a criminal record for which a pardon has not been granted.

We thank all who apply, however, only those candidates selected for an interview will be contacted.

All personal information is collected under the authority of the Municipal Act.

We are an Equal Opportunity Employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If selected to participate in the recruitment, selection and/or assessment process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.