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Clerk, Records Management (1390), Concordia University, Montreal, QC - Deadline March 7, 2024

26 Feb 2024 3:54 PM | Anonymous member (Administrator)

Clerk, Records Management (1390), Concordia University, Montreal, QC

Location: Sir George Williams Campus, Concordia University, Montreal, QC
Compensation: $25.00 - $29.79 per hour, full time
Union/Association/HR Policy: CUSSU

Recognized as Canada’s top university under the age of 50, and one of Montreal’s top Employers, Concordia University is the place to be if you are looking to grow, contribute and innovate in a dynamic and multicultural environment.

Be part of a community that addresses society’s big challenges, supports your personal and professional growth, and makes a real impact in building a more sustainable world.

As a member of our community, you will have access to comprehensive benefits, a defined pension plan and numerous on site well-being facilities such as a state of the art gym and health clinic as well as a variety of educational and cultural opportunities.

Description and Duties:

Reporting to the the Director, University Secretariat with a dotted line to the University Archivist, the incumbent is responsible for supporting members of the office of the University Secretariat with their paper and electronic filing needs.

Primary Responsibilities:

  • Analyze hard-copy and electronic documents received or generated by members of the office of the University Secretariat for filing, retention and destruction purposes.
  • Sort, classify and organize hard-copy and electronic documents following the Records Classification and Retention Plan (RCRP).  
  • File current and backlog documents (hard-copy and electronic) according to the RCRP. Open and close hard-copy and electronic files as required.  
  • Enter all data into the document management software.  Input data, such as file numbers, new or updated information, or document information codes into computer systems to support document and information retrieval.
  • Find, retrieve, and make copies of information from files in response to requests and deliver information to authorized users.
  • Liaise with the Records Management and Archives unit to remain current on institutional records management development, priorities and standards.
  • Digitize hard-copy of document for retention purposes in accordance with the highest records management standards.
  • Perform other duties in support of the unit.


  • Attestation of Collegial Studies (ACS) in Office systems or in a field relevant to the primary responsibilities, with 2 to 4 years of pertinent work experience.
  • Good knowledge (Level 4) of spoken and written English and French to analyze and accurately summarize documents of varied complexity to communicate with clients and consultants and to respond with sensitivity to queries.
  • Good knowledge (Intermediate level) of Word and Excel.
  • Very good organizational and interpersonal skills; ability to work independently and in a team environment.
  • Service and solution oriented individual with initiative and resourcefulness using courtesy, sound judgment, and possessing a positive and professional attitude with end-users.
  • Ability to work with a high degree of accuracy and discretion.
  • Physical ability to lift and carry several times a week a wide range of documents without assistance up to 23 kg (50 lbs.).

Additional Information:

Due to the volume of applications, only selected candidates will be contacted by our Talent Team.

Concordia University is an English-language institution of higher learning at which the primary language of instruction and research is English. Since this position supports academic and administrative functions of the university, proficiency in English and French, as indicated, is required.

IMPORTANT: The language and computer skills of short-listed candidates will be tested.

Territorial Acknowledgement
Concordia University is located on unceded Indigenous lands. The Kanien’kehá:ka Nation is recognized as the custodians of the lands and waters on which we gather today. Tiohtià:ke/Montreal is historically known as a gathering place for many First Nations. Today, it is home to a diverse population of Indigenous and other peoples. We respect the continued connections with the past, present and future in our ongoing relationships with Indigenous and other peoples within the Montreal community.

Employment Equity
Concordia University is strongly committed to employment equity within its community, and to recruiting a diverse faculty and staff. The University encourages applications from all qualified candidates, including women, members of visible minorities, Indigenous persons, members of sexual minorities, persons with disabilities, and others who may contribute to diversification; candidates are invited to self-identify in their applications. As part of your application, you will be asked to complete a diversity survey. This information is voluntary and any information collected for this purpose is confidential and cannot be accessed by search committees or human resources employees. Results will be aggregated and used to help Concordia achieve its goal to see all members of our community not only reflected, but welcomed, included and supported in their efforts to contribute to all areas of university life.

Concordia desires to increase diversity among its community members and we strive to make our recruitment processes as accessible as possible and provide accommodations as required for applicants. If you are contacted for an interview and anticipate needing accommodations during the process, please contact, in confidence,

Immigration Status
All qualified candidates are encouraged to apply; however, Canadian and Permanent Residents will be given priority. To comply with the Government of Canada’s reporting requirements, the University is obliged to gather information about applicants’ status as either Permanent Residents of Canada or Canadian citizens.

How to apply:

Apply Online 
Requisition ID 1390 - Posted 02/22/2024 - Sir George Williams (Downtown) - CUSSU - Full-Time
Position Number: 50020155 / C5669
NOTE: This posting represents a one year full-time contract.

Posting deadline: March 7, 2024

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The ACA office is located on the unceded, unsurrendered Territory of the Anishinaabe Algonquin Nation whose presence here reaches back to time immemorial.

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