Under the supervision of the Records and Information Management Coordinator, the Real Estate Research Clerk is responsible for the maintenance, accuracy and integrity of the physical files and the associated database reflecting the Real Estate Division¿s activities with regard to real property such as sales, acquisitions, leases, easements, expropriations and other activities.
The Real Estate Research Clerk liaises and provides support to the Real Estate Officers and other staff in addition to providing training on the use of the File Section¿s physical files and database to anyone who uses the database, including Real Estate staff and Land Development Division staff (Geomatics).
The incumbent liaises with the supervisor to establish daily project priorities and distributes the daily and long-term section priorities and workload, in addition to amending and updating procedures and other documentation for the Section.
This position provides training on legacy data systems and is responsible for the maintenance of the semi-active and archived records file systems, including the transfer of records on and off site to the City¿s Archives, Records Control Branch and Legal Services.
As the Real Estate Research Clerk, you will:
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Open and maintain files, divide, expand and/or restructure as necessary.
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Research, interpret and plot complex legal descriptions of land for acquisition, expropriation and sales of property.
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Index correspondence as required and maintain the indexes and listings.
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Provide assistance to junior staff in the Section in carrying out their functions as the need arises and at a time of holidays and during illness. Performs all junior staff¿s functions as required
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Establish workload priorities for the Section and the provision of file retrieval service for staff of the Department.
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Prepare/maintain draft procedures for manuals as they pertain to the File Section.
Your education and qualifications include:
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High school graduation or GED or equivalent combination of training and experience.
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Minimum one (1) year of related experience in records management, file administration, or clerical work maintaining physical and electronic filing/records systems.
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Training in records management is an asset.
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Working knowledge of business English, spelling, basic math, and general office procedures.
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Ability to use sound judgment and respond resourcefully to changing workloads and priorities with limited supervision.
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Ability to handle confidential information appropriately.
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Ability to organize and maintain a system of records.
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Basic word processing skills.
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Ability to work in a team environment and maintain positive working relationships with stakeholders.
Ability to read and understand maps and legal survey plans and translate complex legal land descriptions, and ability to use PlanAppLite and Iview.
Ability to meet established levels of productivity in a busy work environment.
Ability to follow written and verbal instructions and communicate clearly both orally and in writing.
Must be physically capable of performing the duties of the position including carrying heavy amounts of files and walking a fair portion of the day.
- IMPORTANT: Applicants who have been educated outside of Canada must have education which is comparable to the minimum qualification in Canada. Applicants submitting foreign credentials require an official academic assessment report issued by a recognized Canadian assessment service https://www.canalliance.org/en/ at application.
Conditions of employment:
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The successful applicant must maintain legal eligibility to work in Canada. If the successful applicant possesses a work permit, it is their responsibility to ensure the permit remains valid.
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A Police Information Check satisfactory to the employer will be required from the successful candidate, at their expense.
