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information and records clerk

Title posted on CivicJobs.ca - Office Support Clerk III - FOI & Corporate Records Support Specialist

Posted on May 16, 2025 by Employer details City of Vancouver

Job details

Office Support Clerk III - FOI & Corporate Records Support SpecialistRequisition ID: 43938 OrganizationLocated on the traditional, ancestral and unceded lands of the x?m??k??y??m (Musqueam), S?wx?wú7mesh (Squamish), and s?lilw?ta? (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 & FunctionThe FOI & Corporate Records Support Specialist is a member of the Access to Information & Privacy (ATIP) division in the City Clerk?s Office. Reporting to the FOI Case Manager, the FOI & Corporate Records Support Specialist supports the City?s centralized access to information functions to ensure compliance with the Freedom of Information and Protection of Privacy Act of British Columbia (FIPPA) and by-law, in addition to records management best practices. The FOI & Corporate Records Support Specialist would perform assistant work for i) the Freedom of Information (FOI) Office and ii) the Corporate Records and Information Management (CRIM) Office.Reports to the FOI Case Manager, ATIP. Works closely with other members of the ATIP team, staff, third party service operator, and the public.Specific Duties & Responsibilities FOI Provides support with FOI request administration such as monitoring the FOI inbox, logging in FOI requests, drafting and sending responsive correspondence to applicants. Provides support with FOI records administration such as requesting records, processing records (converting email to pdf), drafting third party correspondence, tracking metrics, monitoring legislative deadlines, sending FOI packages, and filing. Assists with reviewing low risk and low complexity FOI responsive record packages. Other related duties and responsibilities as assigned by the FOI Case Manager.CRIM Provides backup support with receiving and processing daily orders for the Corporate Records Centre (CRC), which may involve manually handling boxes weighing up to 40 lbs. Provides backup support with departmental record transfers to the CRC and processing transfers to City of Vancouver Archives. Provides backup support for reconciling off-site service provider invoices, ensuring charges are accurate. Other related duties and responsibilities as assigned by the Corporate Records Governance Manager.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. Proficiency with technology and software such as MS 365, VanDocs, and MS Office. 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: Knowledge and understanding of the application of FIPPA in a municipal environment. Sound judgement and experience making independent decisions regarding day-to-day operation of the FOI Office. Superior ability to effectively communicate in verbal and written form. Experienced customer service agent who can demon