Student - Archives Assistant ID: 68045

Deadline Date: 2022/02/28

Location:  Thunder Bay

POSITION SUMMARY:     Under the general supervision of the Manager Archives, Records & Privacy, participates in the operation of the City Archives and the Corporate records management program in accordance with the established Divisional procedures, Records Retention By-law and current government legislation, including the Municipal Act and the Municipal Freedom of Information and Protection of Privacy Act.


Posting Date:
 Thunder Bay
 125 Syndicate Ave South - Suite 42 McKellar Mall
Start Date:
Number of positions:
Days of work:
 Business, Finance and Administration
  1. Documents and maintains records transferred from City departments and agencies for retention in the Records Centre and Archives.
  2. Sorts, arranges, and describes records, which have been scheduled for permanent retention in the City Archives.
  3. Retrieves records for City departments and agencies and responds to all categories of research requests.
  4. Reviews and processes the Destruction Authorization documentation, verifying the documentation and maintaining the destruction process.
  5. Participates in the development, production, revision, and implementation of records authority schedules.
  6. Provides training to City departments and agencies.
  7. Prepares documents for imaging; undertakes imaging as required; screens the processed product to ensure quality, and maintains documentation.
  8. Performs clerical functions related to records management/archives; processes payments and has responsibility for balancing and processing funds received within City Archives.
  9. Participates in the production of the Directory of Corporate Records and Personal Information banks.
  10. Provides support in the administration of the Municipal Freedom of Information and Protection of Privacy Act.
  11. Participates in the administration process and election tabulation procedures for Municipal and School Division elections.
  12. Performs other such related duties as may be assigned.


  • Diploma in records and information management or a diploma from a recognized archives technician program or related field; or
  • Equivalent combination of education and experience.
  • Must have knowledge of digitization.
  • Familiarity with the Municipal Freedom of Information and Protection of Privacy Act.
  • Familiarity with the Rules for Archival Description.


  • Must be at a basic skill level in word processing and spreadsheet software.
  • Ability to identify, understand, and meet/exceed the requirements of internal and external customers.
  • Ability to operate a work assist vehicle lift truck.
  • Competent within the meaning of the Occupational Health & Safety Act.


  • Experience with records management software, preferably TRIM/HP Records Manager.
  • Experience with the use of databases and SAP software.
  • Must be comfortable with working at heights and physically able and willing to lift and retrieve file boxes, books and other archival material, weighing up to 40 lbs (some retrieval may require the use of a safety ladder and/or a work assist vehicle lift truck).
  • Must be willing to undertake further archival and records management training, as required.
  • May be required to travel to various work locations and provide own transportation
  • Must take an Oath of Secrecy.
Closing Date/Apply by:
How To Apply:
 Please apply online at 

Employer Contact Information

Contact Name:
 Carly Toppozini
Position Title:
 Classification Analyst
Company Name:
 Thunder Bay, City of
 125 Syndicate Ave South - Suite 42 McKellar Mall
 Thunder Bay
Postal Code:
 P7E 6H8
Web Address:

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