Records Clerk

Halton Region is committed to fostering a diverse, inclusive, and equitable workplace that reflects the communities we serve. We value, welcome and respect the unique perspectives and contributions of all individuals. We encourage applications from Indigenous Peoples (First Nation, Métis, Inuit), Black and racialized persons, persons with disabilities, women, and members of the 2SLGBTQ+ community. Accommodations are available at any point upon request for candidates participating in the selection process.

 

You make a positive difference in people’s lives because you provide high quality customer centered services.  You operate within a highly ethical environment and will be accountable for going the extra mile, listening to your customers, creatively meeting needs and always being respectful to those you serve.  As a result, you will be part of a qualified and strategic team recognized widely for caring, excellence, integrity, inclusiveness and flexibility.

 

As an employer of choice, Halton Region recognizes the many benefits of hybrid work arrangements including flexibility and better work-life balance for our employees. This position is eligible for our Hybrid Work Program.

 

 

Posting ID: 4391
Department: Social & Community Services
Division: Human Services Planning & Program Support
Pay Range: $27.19 - $30.96
Job Type: Temporary < 1 year
Contract Duration: Up to March 31, 2026 
Hours of Work: 35 hours per week
Work Location: Halton Regional Centre - 1151 Bronte Road, Oakville
Employee Group: CUPE 3732
Posting Date: July 16, 2025
Application Deadline: July 23, 2025

 

 

CUPE Local 3732 applicants will receive first consideration for this position.

 

Please be advised that the results of this competition may be used to fill subsequent vacancies of the same position within the next 6 months.  

 

Job Summary

Reporting to the Supervisor, Program Integrity, this position provides records management and quality customer services for all programs that fall within the scope of the records management areas. These areas include Children’s Services, Employment and Social Services and Quality and Service Integration programs.

Duties & Responsibilities

  • Create new records on a timely basis for the various program areas and enters required data into records management system.
  • File high volumes of correspondence on a daily basis which involves sorting and matching of all incoming correspondence.
  • Respond to file management requests from both internal and external sources and makes necessary arrangements to have files transferred.
  • Terminate records in accordance with departmental and legislative guidelines. 
  • Verify and update confidential client information within Provincial data base.
  • Interact with departmental staff on a daily basis to respond to queries.
  • Perform other duties, as assigned.

Skills & Qualifications

  • A secondary school diploma with additional courses and training in records management or office administration.
  • Minimum two (2) years of experience in a related field. 
  • Excellent customer service skills along with strong computer literacy with Microsoft Office Suite.
  • Ability to make a positive difference in people’s lives because you provide high quality customer centered services.
  • Operate within a highly ethical environment and will be accountable for going the extra mile, listening to you customers, creatively meeting needs and always being respectful to those you serve. As a result, you will be part of a qualified and strategic team recognized widely for caring, excellence, integrity, inclusiveness and flexibility.
  • Working knowledge of the Freedom of Information and Protection Act (FIPPA), and Municipal Freedom of Information and Protection Act (MFIPPA).
  • Knowledge and experience with municipal and provincial government programs and services.
  • An equivalent combination of experience and education.

Working/ Employment Conditions

Working Conditions

  • Must be able to perform all the necessary physical tasks associated with the position (lifting and transferring courier bins, reaching, bending, crouching, pushing and pulling carts, and climbing a step ladder to retrieve files).

 

Employment Conditions

  • Current (obtained within the past six (6) months), original and acceptable Criminal Records Check with Vulnerable Sector Screen, by the first day of employment.

Important information about your application:

  • In accordance with requirements in Ontario Regulation 191/11 – Integrated Accessibility Standards and the Ontario Human Rights Code, Halton Region will accommodate the needs of individuals with disabilities throughout the recruitment process.  If you require accommodation at any stage of the recruitment process, please inform the Talent Acquisition representative of the nature of the accommodation(s) you require.  
  • Please submit your application online. We will accommodate individual needs for applicants with disabilities and others who are not able to apply online. If you experience any issues with submitting your application, please contact HR Access at 905-825-6000 extension 7700.  
  • Applications will be accepted until 11:59 p.m. on the deadline date specified on the posting.
  • We encourage applications from all qualified individuals; however, only those under consideration will be contacted.
  • Personal information collected through the job application process will only be used for the purpose of determining qualifications for employment.
  • If selected for an interview, you will be contacted by email and/or phone. Please ensure the contact information provided on your resume is up to date and that you check your email and voicemail regularly.

 

Halton Region serves more than 650,000 residents throughout Burlington, Halton Hills, Milton and Oakville. We are committed to delivering high quality programs and services that make Halton a great place to live and work. We engage great people who contribute to meaningful work that makes a positive difference in our community. At Halton, you are encouraged to grow and succeed in your career and are recognized for your accomplishments and contributions. As an employee, you will be part of a progressive, service focused and award winning employer with a diverse and inclusive work environment.

 

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