Documentation and Archive Technician (Class 7) - Temporary

The City of Côte Saint-Luc is a dynamic municipality on the island of Montreal with a population of approximately 33 000. The City prides itself on providing the highest level of services to its residents at a reasonable cost.  We are currently looking to hire a Documentation and Archive Technician (Class 7) - Temporary.

 

PRINCIPAL FUNCTION

The work consists of performing, from defined standards and procedures, various tasks related to the management of active, semi-active and historical documents. It consists of supporting the analysts in the development and implementation of projects, participating in the implementation, the updating of plans for document filing and of the calendar for retention periods; in addition, the work involves organizing, providing training activities and overseeing the application of the retention procedures by the departments as well as data collection, its organization, and its systematic presentation.

 

DETAILS OF POSITION

1.        Oversee the application of document management standards and procedures regarding classification, declassification and locating tools.

2.        Participate in the implementation and updating of classification plans for purposes of identifying, indexing, coding and classifying documents according to established standards.

3.        Use specialized computer tools in records management and archives. As the main user, contribute to the development, updating and maintenance of these tools. Manage their application in determining access to systems. Use other tools necessary for completion of projects, contribute to the research and testing of appropriate tools.

4.        Involved in the preparation of training session contents, contribute to its update by the feedback of sessions held. Select, prepare the material and premises necessary to conduct training sessions.

5.        Organize and conduct training activities for those responsible for declassification in the administrative units. Provide technical support and follow-up for the departments. Provide the required documentation according to established policies.

6.        Involved in the drafting of procedures, user guides for specialized records management software and archives as well as their updating; write informational or explanatory material.

7.        Using appropriate software, draw simple plans for the arrangement of local filing depots.

8.        Involved in setting retention periods by identifying categories of documents, ensuring that legal or financial advice is obtained before fixing the deadlines.

9.        Start the sorting and disposal of records according to the schedule of established retention periods.

10.      Prepare or participate in the preparation of the contents of boxes that are destined for    transfer to the depot of semi-active records, to archives for microfilm or scanning, clean out the content, identify, classify and file documents, validate transfer forms.

11.       Verify the compliance of boxes, store and file boxes according to the assigned addresses of conservation and following the established system; is expected to lift boxes of documents and move them using an electric cart.

12.      Ensure the archiving of documents of permanent value according to existing City guidelines.

13.      Guide and direct personnel involved in records management activities in the administrative units. When required, supervise the work of students or seasonal employees, assigned to related tasks and check the quality of work.

14.      Inform the applicants of his or other external service and provide the required documentation, charge the appropriate applicants according to established standards.

15. Proceed with the description and processing of archival fonds.

16.      Perform or assist in the maintenance of inventory records of the City.
17.      Apply, according to corporate standards, a protection program for vital and confidential records.
18.      Undertake any other related duties.

N.B.  You may be required to submit to a written competency test.

 

SPECIFICATIONS

Education:     College Diploma specializing in technical documentation or university certificate in records management and archives.

Experience:    At least one (1) year of similar work experience to ensure that employee is familiar with the line of work.

Other:            Fluently bilingual: written and spoken               

                             

HOW TO APPLY

Please forward a copy of your resume accompanied by a cover letter to:

Mail:

City of Côte Saint-Luc (Human Resources Department)

5801 Cavendish blv., Côte Saint-Luc, Québec H4W 3C3

Fax : 514-485-8926

E-mail : hr-rh@cotesaintluc.org

 

The City of Côte Saint-Luc is an equal opportunity employer. We thank all applicants for their interests, however, only those candidates selected

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