Job ID #31922: PHS - Information 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 #31922: PHS Management Clerk

Union: CUPE Local 5167

Job Description ID #: 6946

Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city
by 4:00 p.m. on May 27th, 2026.

Duration: 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

Reporting to the Supervisor, Business Support Services – P H S, performs duties associated with records management by facilitating the retrieval of requested PHS records and/or the submission of PHS records for off- site storage. The Public Health Services Information Management Clerk is responsible for maintaining records throughout their lifecycle. Provides support to PHS staff on file questions / retrievals.

The position is also responsible for fulfilling PHS user account management requests for software applications used by PHS.

GENERAL DUTIES

Maintains business files and client records in accordance with City and PHS policies and procedures.

Performs computerized and manual searches of files. Researches, retrieves and provides information to program staff.

Maintains confidential records with high degree of integrity and respect for privacy.

Fulfills user account management requests received by PHS managers/supervisors for their staff to one or more software applications used by PHS.

Supports legislative i.e. Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Personal Health Information Protection Act (PHIPA), City and PHS policy compliance for records and information management.

Interacts appropriately with internal and external organizations in providing and exchanging information.

Assists with Freedom of Information (FOI) requests by gathering and preparing files as identified by the PHS Records & Information Management Specialist.

Maintains records throughout their lifecycle by inputting data, filing, organizing, purging, auditing, archiving etc.

Organizes and maintains PHS inactive records temporarily stored within PHS Central Files. Prepares hard copy records and completes paperwork for transfer to off-site storage facility.

Monitors and follows up daily, for loose documents/files that were saved in error on shared drives.

May be required to provide ad hoc coverage for lunch and/or breaks for PHS reception

Works 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

1. Developed understanding of records management and excellent data entry skills related to duties listed above normally acquired through a combination of education in records management, library studies and work experience. An understanding of medical terminology would be a definite asset.

2. Previous experience with an Electronic Document and Records Management System (EDRMS) and/or OSCAR (Open Source Clinical Application and Resource) would be an asset.

3. Experience in a Microsoft Office computerized environment. Working knowledge of Microsoft Outlook, Word, Excel and Access programs.

4. Proficient in keyboarding skills with emphasis on

5. Must be able to lift heavy file

6. General knowledge of Provincial Acts & Regulations such as Personal Health Information Protection Act, 2004 (PHIPA), Freedom of Information and Protection of Privacy Act (FIPPA); Municipal Freedom of Information and Protection Act (MFIPPA).

7. Problem solving and workload prioritization

8. Strong interpersonal and communication skills. Excellent people skills with an emphasis on customer service and the ability to deal with difficult people.

9. Excellent time management and organizational skills. Work planning and priority setting within defined

SALARY:

Salary Grade F

Per hour

HOURS:

35 per week

NOTE:

The successful candidate will be required to provide immunization records, which may include TB testing prior to the start of employment to meet the requirements of Policy HSW-01 Staff Proof of Immunity to Vaccine Preventable Diseases.

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

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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.