Records and Administrative Assistant

Location: Central Patricia

Job Posting:
Records and Administrative Assistant

Location:

Town of Parry Sound Municipal Office - 52 Seguin Street, Parry Sound, ON
Located amidst the 30,000 islands of Georgian Bay and a 2.5‑hour drive north of Toronto, the Town of Parry Sound offers an exceptional quality of life. Join our team in the Administration Department to assist us with our records management and administrative tasks.
Responsibilities  Records Management   Supports the Clerk in coordinating the migration of records across electronic systems, ensuring proper document naming conventions, retention codes and year‑end retention and destruction processes are applied in accordance with TOMRMS.
Assists the Clerk in the development, maintenance, and continuous improvement of records management policies, procedures, guidelines, and communication materials.
Assists the Clerk in providing guidance and training to municipal departments on established records management practices, identifying gaps and recommending improvements to ensure consistent compliance.
Maintains and coordinates the ongoing management of paper and electronic records in accordance with the Town’s records retention schedules and information management practices.
Coordinates the confidential destruction of records in accordance with approved retention schedules and applicable legislation.
Vital Statistics   As Deputy Division Registrar, prepares burial permits, registers all deaths and stillbirths in the Parry Sound area, in compliance with the Vital Statistics Act.
Issues marriage licenses in compliance with the Vital Statistics Act.
Maintains adequate inventory of all necessary forms and supplies required for the registration of deaths and issuance of marriage licenses.
Develops and maintains process and liaises with local funeral homes, care facilities, O.P.P., local coroners and the Office of the Chief Coroner in the matter of unclaimed deceased individuals within municipal borders.
Administration   Serves as Administrative Assistant to the Administrative Department which includes the CAO, Clerk, HR Manager and Economic Development Officer.
Prepares, formats, and circulates correspondence, agendas, reports, and minutes for a variety of municipal committees, including the Accessibility Advisory Committee and the Waterfront Advisory Committee.
In consultation with the Clerk, updates the Town’s administrative web page as required.
Arranges meetings, schedules interviews, and co‑ordinates under direction of designated personnel, the logistics, technical needs, set up, and catering as required for special events such as staff appreciation day, all‑staff meetings, annual Mayor’s Levee, Friendship Picnic.
Makes travel and meeting arrangements for administrative department staff and Council members.
Prepares certificates & congratulatory correspondence on behalf of the Mayor.
Issues lottery licenses, and business licenses including fireworks vendors, refreshment vehicles/stands and businesses operated on a temporary basis (Day Sales, Craft Show, Trade Show, Antique/Collectible Show, Event Sales, Seasonal Sales).
Assists the Clerk with municipal election planning, administration, and logistics.
Provides backup support to other administrative assistants as required and approved by the Clerk.
Performs such other related duties within the general parameters of this job description, as may reasonably be requested by the Clerk, which may be amended from time to time.
Education, Knowledge and Skills   Post‑secondary diploma or degree in Records and Information Management (RIM), such as Certification in Records Management (CRM) or Electronic Records Management (ERM), Office Administration or a related field.
Demonstrated knowledge of and experience with The Ontario Municipal Records Management System (TOMRMS) and municipal records management practices.
Working knowledge of the legislative framework governing municipal administration in Ontario, including the Municipal Act, Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), and the Vital Statistics Act.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), web‑based applications, and electronic…