Records Management and Administrative Assistant

Job summary

Organize, maintain, and update physical and electronic records in accordance with municipal policies and legislative requirements, including filing, database upkeep, retention, archiving, and disposal. Provide general administrative support through scheduling, reception, inquiry handling, correspondence, and preparation of meeting agendas and minutes.

Job details

Company Description The Town of Parry Sound is a growing municipality located on Georgian Bay’s renowned 30,000 Islands, approximately two hours north of Toronto and two hours south of Sudbury. The community offers strong arts, culture, heritage, recreation, healthcare, shopping, and entertainment amenities, including the Charles W. Stockey Centre for the Performing Arts and the Bobby Orr Hall of Fame. Parry Sound is experiencing significant development to support a growing population and encourages economic opportunities across multiple industries. Guided by its vision as “The Jewel of Georgian Bay,” the Town is committed to opportunity, growth, and healthy living, and follows the values of Collaboration, Honesty, Accountability, Respect, and Transparency. It is a community-focused workplace that listens to residents and collaborates with regional partners to deliver excellent municipal services. Role Description The Records Management and Administrative Assistant is a full-time, on-site role based in Parry Sound, ON. This role supports effective records management by organizing, maintaining, and updating physical and electronic records in accordance with municipal policies and legislative requirements. Day-to-day responsibilities include filing and retrieving documents, preparing correspondence, maintaining databases and record inventories, and assisting with records retention, archiving, and disposal processes. The position also provides general administrative support such as scheduling, reception duties, handling phone and email inquiries, and preparing meeting agendas and minutes. The role requires close collaboration with municipal staff and departments to ensure accurate information management and efficient office operations. Qualifications Strong administrative assistance skills, including organizing documents, managing schedules, and supporting office operations. Professional phone etiquette and customer service skills, with the ability to handle inquiries and direct calls effectively. Clear and respectful communication skills, both written and verbal, for interacting with staff, residents, and external partners. Experience with executive administrative assistance, including preparing reports, meeting materials, and confidential correspondence. Clerical skills such as filing, data entry, record indexing, and maintaining accurate databases and logs. Knowledge of records management principles, retention schedules, and privacy/confidentiality requirements in a public sector setting. Proficiency with office software (e.g., word processing, spreadsheets, email, document management systems). Ability to prioritize tasks, meet deadlines, and work both independently and as part of a team in a municipal environment. Relevant education or training in office administration, records management, or a related field; experience in municipal or public administration is an asset.

What you’ll do

Organize, maintain, and update physical and electronic records in accordance with municipal policies and legislative requirements, including filing, database upkeep, retention, archiving, and disposal. Provide general administrative support through scheduling, reception, inquiry handling, correspondence, and preparation of meeting agendas and minutes.

Requirements

Candidates should have administrative and clerical skills, knowledge of records management, retention schedules, and privacy requirements, and proficiency with office software. Relevant education or training in office administration, records management, or a related field is sought; municipal or public administration experience is an asset.

Listed skills

• Customer service · Preferred
• Administrative Support · Preferred
• Data entry · Preferred
• scheduling · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Records Management
• Document Filing and Retrieval
• Records Retention and Archiving
• Database Maintenance
• Data Entry
• Record Indexing
• Administrative Support
• Scheduling
• Reception
• Customer Service
• Written and Verbal Communication
• Meeting Agenda and Minutes Preparation
• Confidentiality and Privacy
• Office Software Proficiency
• Task Prioritization
• Phone and Email Inquiry Handling

Job areas

• Administrative
• Government & Public Sector
• Customer Service & Support

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