The City of Orillia is hiring an
Summer Records Student

The City of Orillia is less than 90 minutes from the Greater Toronto Area. Even though growth and progress have been strong in recent years, the Sunshine City has worked hard to retain the small-town charm that has captivated generations. The quality of life is unbeatable in this city surrounded by two lakes, where outdoor pursuits are available in all seasons and are enjoyed by both visitors and residents. 

The City of Orillia is currently seeking a highly motivated individual to fill the position of Summer Records Student 

Compensation for this 12-week summer student contract position is $17.20.

Interested candidates with the required qualifications are welcome to submit their resume and letter of interest by May 2, 2025 at noon.

Applications will only be accepted by applying online at careers.orillia.ca.

We thank all applicants, however, only those selected for an interview will be contacted. 

Note: The City of Orillia is committed to an inclusive, barrier-free environment. Accommodation will be provided in all steps of the hiring process. Please advise the City of Orillia Human Resources Department if you require any accommodations to ensure you can participate fully and equally during the recruitment and selection process. We thank all applicants that apply and advise that only those to be interviewed will be contacted. In accordance with the Municipal Freedom of Information and Protection of Privacy Act, personal information is collected under the authority of the Municipal Act 2001,S.O. 2001, c. 25., and will be used for the purpose of candidate selection. Questions about this collection should be directed to the Freedom of Information Coordinator, City of Orillia, 50 Andrew St. S., Orillia ON L3V 7T5. 

Summer Records Student 

Position Synopsis and Purpose 

This is a 12-week contract position. The Summer Records Student provides administrative support to the Assistant Clerk / Committee Coordinator / Records Manager.  Primary responsibilities include providing support in managing records, both physical and electronic, such as organizing, storing, and retrieving documents, and potentially contributing to data entry and database updates in accordance with the municipality’s Records and Information Management Policy and Retention Schedule.  This is an in-person role with no option to work remotely.

 Major Responsibilities

*Note: All activities are expected to be performed in a safe manner, in accordance with the Occupational Health and Safety Act and its Regulations, along with Corporate Safety policies, procedures and programs. In addition, all necessary personal protective equipment must be used and maintained in good condition. 

Decision Making and Independence 

1.   Examples of the types of decisions that are made or issues/situations that are dealt with on a regular basis and how judgement is used to resolve them.

• Records sorting to cull redundant, outdated or transitory content from an inactive or archival file to be prepared for digitization or secure destruction using policy guidance and trained methodologies.
• Sorting and moving inactive records at the offsite storage location for transfer to secure shred bins, packaging and moving of recyclables using instructions and training.
• General inventory and clean-up of the Council Services Division filing and supplies cabinets as directed by the Executive Assistant. 

2.  List up to 3 Examples of situations or problems that are referred to the supervisor for direction or resolution.

• Verification of file naming convention and index metadata for a series of records being sorted and packaged for digitization or storage.
• Referring for verification any records that may appear to have archival value to the Corporation.
• Recognizing circumstances and requesting physical assistance for wrapping and moving records of unusual sizes and volumes.

Required Training 

• Corporate policy review and basic records management training.
• Training aligned with the Safety Training Checklist for the Administrative Support – Records Coordinator position.  

Minimum Qualifications 

Education (degree/diploma/certifications) 

• Minimum Grade 12 Secondary School Diploma or equivalent.
• Preference will be given to candidates with post-secondary Office or Business Administration training.

Experience

 Basic understanding of best practices for corporate record management, maintenance and security. 

Knowledge/Skills/Ability 

• Detail-oriented, organized, with a high degree of accuracy.
• Ability to work well under pressure, prioritize tasks, and adhere to deadlines with effective time management skills.
• Enthusiastic, motivated, self-starter with a willingness to learn, who can work independently or as part of a team.
• Perform data entry and update records in databases and document management systems.
• Sound problem-solving, organizational, written, and verbal communication skills.
• Demonstrated proficiency in Microsoft 365 Products, including photocopy functions and internet use.
• An acceptable Criminal Records Check is required for this position prior to the commencement date, at the incumbent’s expense.

Physical Demands

• Sitting, standing, or walking.  Work is conducted in an office environment and records storage locations with continual visual concentration required.
• Ability to complete structured, routine and repetitive tasks. 
• Ability to move records storage boxes weighing up to 15 kg from heights up to four meters using a rolling safety ladder when necessary.

Position Requirements

• A current and acceptable Criminal Record Check is required prior to the commencement date.
• Proficiency in Microsoft 365 Products. 

Preferred Qualifications 

Education (degree/diploma/certifications - in addition to the above) 

• Enrollment in, or recent completion of, a post-secondary educational program related to Business Administration, Records Management or Communications is preferred.

Knowledge/Skills/Ability (in addition to the above) 

• Demonstrated proficiency in Microsoft 365 Products including SharePoint. 
• Experience in records management, data entry, or administrative support is 
• considered an asset.
• Exceptional attention to detail, ensuring high accuracy in data entry and documentation.
• Adept at organizing tasks efficiently to meet deadlines without compromising quality.
• Proactive and driven, with a strong ability to work independently or within a team.

 Position Classification