Records Advisor - Clerk III Job Listing at City of Edmonton in Edmonton, AB (Job ID 52358)

Description

The City of Edmonton is seeking a Records Advisor to join our Urban Planning and Economy Department. In this role, you will play a crucial part in developing and applying systematic standards to recorded information, ensuring that the right information is accessible to the right people, at the right time, and for the right purposes. You will advise on policies, procedures, and standards for managing recorded information throughout its lifecycle, from creation to disposal. As part of the Development Services team, you will manage building and development information and digitized records for both internal City users and external public customers. This involves collecting, classifying, and organizing data, as well as compiling user data and providing monthly statistical reports. If you are looking for a challenging and rewarding opportunity to make a significant impact on how the city manages its information, we encourage you to apply!

The Records Advisor is responsible for developing and implementing systematic standards for recorded information within the Urban Planning & Economy department. This role ensures the effective administration and operation of the department by making information accessible to the appropriate individuals when needed. The position involves advising on policies, procedures, and standards for managing recorded information across the City of Edmonton, overseeing its entire lifecycle. As part of the Development Services, the Records Advisor and the records team manage building and development information and digitized records, providing essential services to both internal City users and external public customers.

What will you do?

• Be at the heart of managing our information while maintaining and organizing branch records, ensuring everything is accurately classified, stored, and secured, following our retention schedule
• Develop and enforce records management policies, from organizing to appropriate disposal
• Create and manage records storage plans for both physical and digital information
• Handle development and building records, including plans and supporting documents, with care and precision
• Coordinate record access, balancing confidentiality, privacy, and public access
• Track and circulate records across City departments
• Oversee the disposal of records no longer needed, adhering to policies and legal requirements
• Use automated systems to manage records throughout their lifecycle
• Efficiently tackle information requests from internal and external customers, including permit details and bylaw information
• Assist staff with research and database navigation
• Analyze and determine the scope of information requests
• Conduct internal searches for planning and land use information
• Research information-sharing opportunities with other organizations
• Explain search processes and policies to customers, addressing confidentiality and public access
• Identify reliable information sources across various systems
• Prepare and deliver search reports, ensuring appropriate information is shared
• Provide records to the City's Law Branch and FOIP department
• Offer guidance on records retention schedules and processes
• Coordinate record transfers to the Corporate Records Centre
• Create and maintain inventories
• Share information with the public and partners about record accessibility
• Manage the disposal of transitory records