Corporate Records Coordinator - Clerk III

Requisition ID: 44182 

Organization

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 engaging workplace.  Working at the City of Vancouver and within the public service can be a rewarding career where you play a key role in ensuring impartial and equitable access to services, upholding ethical governance, and addressing the needs of citizens with integrity and dedication.

Main Purpose and Function

The Corporate Records Coordinator is a member of the Access to Information & Privacy (ATIP) division in the City Clerk’s Office. Reporting to the Corporate Records Governance Manager, the Corporate Records Coordinator supports the City’s centralized records management functions to ensure compliance with the Corporate Records Policy and By-law, in addition to records management best practices. This key role is the primary contact for Corporate Records Centre customers (City staff) and the external records storage service provider.    

Specific Duties and Responsibilities

• Receives and processes daily orders for the Corporate Records Centre (CRC)
• Facilitates departmental transfer of records to the CRC and the City of Vancouver Archives and local disposal of records by processing transfers and setting up shredding contracts.
• Arranges disposition and transfer of custody of records stored at the CRC and in VanDocs as part of the annual records disposition process.
• Witnessing the destruction of City records as required.
• Arranges disposition of electronic records stored in VanDocs, performing archival dispositions as required.
• Assists with Help Desk support for VanDocs, the City’s electronic records and document management system (ERDMS).
• Responds to help calls related to VanDocs issues and records management questions, as required.
• Maintains box inventory in VanDocs and IM Connect.
• Maintains the invoice reconciliation process related to the records storage service provider, including quality checks prior to payment.
• Always maintains the confidentiality and security of the records in VanDocs.

Qualifications
Education and Experience:

• Grade 12 supplemented by post-secondary courses in FOI, records management and/or archival studies or an equivalent combination of training and experience.
• Basic knowledge of the principles of records management and privacy protection; experience with electronic records management system preferred.
• Basic knowledge of FIPPA, some formal training in FOI and/or Legal Administration would be an asset.
• Experience handling sensitive and confidential information.
  
  

Knowledge, Skills and Abilities:

• Understanding of and experienced with records classification systems and records retention schedules.
• Sound judgement and experience making independent decisions regarding day-to-day operation of a corporate records center.
• Ability to effectively communicate in verbal and written form.
• Experienced customer service agent who can demonstrate a high degree of customer service under pressure and the ability to judge when a particular situation or request must be escalated for a higher-level decision.
• Effective organization and time management abilities
• Knowledge and competence in the use of VanDocs.
• Ability to accurately and independently respond to moderately difficult VanDocs helpdesk calls.   
• Ability to work well under pressure and meet tight deadlines.
• Basic knowledge and understanding of the City’s access to information and protection of privacy processes.
• Detailed knowledge and understanding of City functions and operations.
• Ability to work effectively as a team member; superior interpersonal skills and a proven track record in dealing tactfully and effectively with staff. Ability to work independently and effectively with moderate supervision.

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work a hybrid work week from locations that are a daily commutable distance from their work at a City worksite.  At this time this position is eligible to be part of the Flexible Work Program.

Business Unit/Department: City Clerk's Office (1060) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Regular Full Time 

Position Start Date: September, 2025 

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

Application Close: August 10, 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. Learn more about our commitment to diversity and inclusion. 

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In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx. 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.