Job ID: 991 Records Assistant (18 Month Contract)

Administrative & Clerical

  • September 15th, 2023
  • Lincoln
  • Full time, Temporary

Employer: Town of Lincoln

Phone: 9055632799


Closing Date: 10/08/2023


The Town of Lincoln, located in the beautiful Niagara Region, offers a unique environment that encompasses Lake Ontario, the Bruce Trail and Niagara Escarpment and is situated between Hamilton and St. Catharines. Steeped in a rich history and home to one of the fastest growing municipalities, Lincoln is a place to grow, a place to prosper and a place to belong.


Reporting to the Director of Legislative Services/Town Clerk, the Records Assistant is responsible for providing effective management of the Town’s Records and Information Management program, including assisting the Town Clerk with access rights and privacy compliance.  This position provides records and information services to internal and external clients in order to keep corporate information and records organized and easily accessible. This position is responsible for providing support such as proper storage of inactive records (filing, retrievals, and disposals to meet the Records Retention By-law), the administration of requests made under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), assisting as an integral member of the electronic records data management system project (EDRMS), and customer service related to records and information requests received in the Clerk’s Department. This position is part of the team that provides support to ensure that accurate materials are produced in a timely way and that Committee needs for administrative and clerical support are met.


The Successful Candidate will have the following qualifications and skills:

  • Post-secondary diploma or degree in Public Administration, Records Information Management, Archival Studies, Library Sciences, or a related field.
  • Valid and unrestricted Class “G” driver’s license with access to reliable transportation and be able to travel to various work locations across the Town.
  • Three (3) years of recent related experience in records and information management and customer service.
  • Certified Records Analyst (CRA), Certified Records Management (CRM) and/or Information Governance Professional (IGP) would be considered an asset.
  • Completion of the AMCTO Municipal Administration Program (MAP) would be considered an asset.
  • Experience in a Municipal Clerk’s Office would be considered an asset.
  • Thorough knowledge in full lifecycle records and information management, including assessment, classification, inventorying and retention of physical and electronic records of all media types.
  • Experience with The Ontario Municipal Records Management System (TOMRMS)
  • Familiar with the Municipal Act, Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Municipal Elections Act, Accessibility for Ontarians with Disabilities Act (AODA) and other applicable statues and regulations.
  • Experience coordinating Freedom of Information requests would be considered an asset.
  • Proven organizational skills to coordinate activities of self and others.
  • Strong proficiency with Microsoft Office applications, including Outlook, Word PowerPoint and Excel.
  • Proven proficiency with electronic document management/content management software.
  • Excellent customer service skills and ability to maintain discretion in a confidential environment with a high level of attention to detail.
  • High level of political acuity and organizational skills to effectively manage interactions with various internal and external stakeholders.
  • Ability to handle strict confidential and sensitive information with discretion and tact.
  • Effective communication and interpersonal skills, written and oral, with the ability to build and maintain effective working relationships.
  • Ability to work effectively in an environment with multiple priorities and pressures with minimum supervision.


This is a contract position to cover a maternity leave until June 2025. The hourly rate is $33.75 based on a 35-hour work week.


Qualified candidates are requested to forward their resume by 11:59 p.m. on Sunday October 8th, 2023.


To apply please use one of the following options:

This job description is available in alternative formats, or accessible communication supports, upon request.

We thank all applicants who apply but advise that only those selected for an interview will be contacted. The information gathered is in accordance with the Municipal Freedom of Information and Protection of Privacy Act and will be used only for candidate selection.

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