Job ID 32102: 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 #32102: PHS Information 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 July 22, 2026.
• 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 Manager, Data Management, supports the Records and Information (RIM) Specialist by carrying out day-to-day records and information management activities across both paper and electronic formats. The position helps implement information governance standards, and acts as a liaison between public health program areas and the RIM function.

The Public Health Services Information Management Clerk is responsible for maintaining records throughout their lifecycle, supporting the application of HPH’s records and information governance practices, and ensuring consistent application of RIM standards across HPH. As HPH's information governance (IG) program matures, the role supports electronic information management activities including the application of metadata, the enforcement of retention and disposition, and the tracking of IG metrics. The position is also responsible for fulfilling role-based HPH user access management for e-health software applications.

GENERAL DUTIES

Records and Information Lifecycle Support

Maintains business files and client records across paper and electronic formats in accordance with City and HPH policies and procedures.

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

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

Applies retention schedules to physical and electronic records.

Coordinates record retrievals, record transfers to off-site storage and secure destruction of records.

Maintains inventories of public health paper records and information assets.

Assists RIM Specialist with classification of records and lifecycle management of records.

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

Electronic Content and Information Governance Support

Supports the application of folder structures, metadata standards and access permissions across HPH electronic information assets.

Monitors compliance with naming conventions and filing standards and electronic records management practices.

Supports the application of HPH’s records taxonomy and metadata requirements as these are developed and implemented.

Supports the implementation of electronic retention and disposition practices in PHS systems.

Assists with legal hold and lock box administration in HPH information systems as required.

User Access Management

Fulfills role-based HPH user access management requests received from HPH managers and supervisors for staff access to e-health software applications.

Legislative & Policy Compliance

Supports legislative compliance with: Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and Personal Health Information Protection Act (PHIPA), and 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 and Release of Information (ROI) requests by locating, gathering and preparing records as identified by the PHS Records & Information Management Specialist.

Documents records handling processes for audits and reviews.

Program Support & Liaison

Acts as a first point of contact for staff with records management questions.

Provides guidance on proper storage, classification and disposition of records across paper and electronic formats.

Works with program areas to identify and resolve information management issues.

Training & Change Support

Support the RIM Specialist in developing training materials and job aids.

Deliver basic records management orientation or one-on-one support to HPH staff.

Reinforce best practices during system implementations or policy updates.

Quality Assurance & Reporting

Conducts routine checks for compliance with records and information policies.

Tracks retention, destruction, and storage activities across paper and electronic records.

Prepares reports and metrics for the RIM Specialist and HPH leadership. Including IG metrics as HPH’s information governance matures.

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.

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

QUALIFICATIONS

• Developed understanding of records and information management principles and the information lifecycle, combined with excellent data entry skills related to duties listed above normally acquired through a combination of education and/or courses in records and information management, library studies and work experience. An understanding of medical terminology would be a definite asset.
• Demonstrated experience with Electronic Document and Records Management Systems with proficiency in records management processes. Experience with OSCAR (Open Source Clinical Application and Resource) would be an asset.
• Experience in a Microsoft Office computerized environment. Working knowledge of Microsoft Outlook, Word, Excel and Access programs.
• Ability to input, retrieve and manipulate data at an acceptable speed as well as ability to maintain accurate and complete databases. Proficient in keyboarding skills with emphasis on
• Must be able to lift heavy file boxes (i.e. 20 lbs).
• 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 of Privacy Act (MFIPPA).
• Problem solving and workload prioritization
• Strong interpersonal and communication skills. Excellent people skills with an emphasis on customer service and the ability to deal with difficult people.
• Excellent time management and organizational skills. Work planning and priority setting within defined timelines.

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.

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.