Make your mark where history meets horizon. In Drumheller—home to the world-famous Dinosaur Valley—our breathtaking Badlands backdrop, vibrant recreation culture, and tight-knit community create a place where your attention to detail truly matters. As the File Clerk, you’ll be a champion for keeping our community running smoothly and up to date. If you’re ready to contribute with passion, innovation, and leave a visible legacy across our valley, we’d love to meet you.
POSITION SUMMARY
Reporting to and under the general direction of the Manager of Legislative Services, this position plays a crucial role in supporting the municipalities organization, classification, preservation and disposal of municipal records. This position will, under direction contribute to a reorganization of the municipalities RMS (Records Management System), which will include an implementation of a record retention and disposition schedule, comprehensive review of current bylaws and policies, the creation of an interdepartmental database for the indexing of files, assisting in the standardization of digital records, and the manual sorting and disposition of archived files.
SPECIFIC ACCOUNTABILITIES
- Contributes to the cross-departmental implementation of an updated Record Retention and Disposition Schedule.
- Participates in the comprehensive review and organization of municipal bylaws and policies.
- Supports the creation of an updated electronic database for indexing and locating records.
- Assists in the standardization of digital record-keeping across the organization.
- Responsible for sorting, classification, indexing and filing of records, according to established procedures and the Record Retention and Disposition Schedule.
- Creates or updates files as necessary, including but not limited to, land files, project files, Council agendas and minutes, policies, bylaws, municipal agreements and all other files, as directed by the Manager of Legislative Services.
- Implementation of the conversion of paper to electronic records, either through data entry or the use of optical scanners.
- Assists in the development, maintenance and evaluation of the records management system and suggesting improvements where necessary.
- Oversees the archival or destruction of files, in accordance with the Town's Record Retention and Disposition Schedule.
- Retrieves requested documents from filing systems upon request, ensuring that records are easily accessible and returned to their proper location within the specified timeframe.
- Facilitates and compiles records for access requests in accordance with the Freedom of
Information Act and Protection of Privacy Act.
- Facilitates requests for the printing of technical drawings, blueprints, maps and other large-scale prints using a plotter printer.
- Ensures the safeguarding and confidentiality of all files, storing records in their designated locations, and securing all important documents, in compliance with the provisions of the Freedom of Information Act and Protection of Privacy Act; and completion of other tasks, projects, and responsibilities within the scope of the position, as required.
EDUCATION AND EXPERIENCE
- Ability to provide and maintain an acceptable Criminal Record Check.
- Class 5 Drivers License, with the ability to provide a satisfactory drivers abstract is considered an asset.
- Seeking individuals who have a desire and ability to learn while in their role, the file clerk should be organized, detail oriented, and should have a basic understanding of Microsoft Office Suite, specifically Microsoft Excel and Access.
ADDITIONAL REQUIREMENTS
- Good understanding of file management procedures and systems.
- Excellent organizational skills with a high level of attention to detail.
- Capability to manage confidential data with competence and sensitivity.
- Ability to work independently with minimal direct supervision.
- Ability to apply relevant legislation, bylaws, policies and procedures as it relates to the work.
- Familiarity with the MGA (Municipal Government Act) and the FOIP (Freedom of Information and Protection of Privacy Act is considered an asset.
Employment Category: Temporary (Summer Seasonal)
Hours per Week: 37.5 hours (Monday to Friday)
Compensation: $18.92 - $23.34 (File Clerk – CUPE 4604)
HOW TO APPLY: Please submit your cover letter and resume through the CAREERS section on our website. This position will remain open until filled; however, applicants are encouraged to apply early as screening will begin immediately.
The Town of Drumheller is an equal opportunity employer and strongly supports diversity in the workplace. All qualified candidates who are authorized to work in Canada are encouraged to apply.
We thank all applicants for their interest; however, only those selected for an interview will be contacted
Live, work, and thrive in the heart of the Canadian Badlands!