Job ID #31759: Document Management Clerk

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

Job ID #31759: Document Management Clerk

Union: CUPE Local 5167

Job Description ID #: 209

Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on Wednesday March 4, 2026

Duration: (2) Permanent Full-Time 

Vacancy type: This posting is for an existing vacancy 

Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.

SUMMARY OF DUTIES

Reports to the Supervisor, Customer Engagement. Performs indexing, filing and clerical duties associated with the operation of the Building Department. Maintain and build relationships with other staff by providing optimum customer service with a passion for helping people and a positive attitude. Demonstrates ability to be efficient and work in a fastpaced environment with accuracy.

SPECIFIC DUTIES

Maintain office filing systems such as microfiche, microfilm, zoning applications, development agreement files and property files.

Sorts, checks and index documents for microfilm processing.

Verify addresses, sections and reconcile discrepancies.

Type and word process labels and property file indexes.

Receive and answer inquiries from our staff and other departments.

Responsible for confidential information retrieval, and ensuring proper policy and procedures followed with confidential documents.

Ensures only proper personnel access to confidential files.

Operate equipment such as microfilm jacket reader, printer, scanner and power file.

Prepare files for microfilm processing.

Creates spreadsheets as required to accurately catalogue, sort, label and prepare for microfilming.

Investigates issues with unclear or incorrect addresses to ensure accuracy in document filing.

Perform preventative maintenance on office equipment.

Maintain adequate inventory.

Additional clerical duties including typing and word processing labels and property file indexes; receive and answer routine inquiries; and mail and file distribution.

Work in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.

Perform other duties as assigned which are directly related to the major responsibilities of the job.

QUALIFICATIONS

Demonstrated knowledge of filing skills at an intermediate level with a high degree of accuracy, acquired through relevant experience related to duties listed above or combination of education and relevant work experience.

Proficient in a computerized environment with working knowledge of Microsoft Office software (Microsoft Outlook, Word, Excel).

Experience in using Amanda and GIS software an asset.

Must be proficient in Business English, modern office practices and procedures.

Ability to work effectively as part of a team and flexibility to adapt to a constantly changing environment.

Demonstrated ability to organize, prioritize, and handle large volume workloads.

Demonstrated ability to be efficient and work in a fast-paced environment with accuracy.

Must possess sufficient strength to be able to lift bundles, plans, blueprints, boxes etc. as well as stoop, crouch.

SALARY: Salary Grade E

HOURS: 35 per week

THE INCUMBENT SHALL COMPLY WITH ALL HEALTH AND SAFETY POLICIES AND PRACTICES FOR THIS POSITION AND THE WORKPLACE.

Disclaimer:

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms:

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship.  If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.