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Associate Archivist

Associate Archivist

Competition Number 
City Manager's Office
Posting Category 
Office of the City Clerk
Job Type 
Number of Positions 
CA-ON-Thunder Bay
CAD $63,685.95/Yr.
CAD $74,924.67/Yr.
Pay Band 
Posted Date 
Post End Date 
Effective Date 
February 1, 2016
Supersedes Date 
February 9, 2009

More information about this job

General Information:


As an equal opportunity employer, the City of Thunder Bay encourages applications from Aboriginal peoples, persons with disabilities, members of visible minority groups and women.


Reasonable accommodations are available upon request for all parts of the recruitment process.


Application forms must reference the competition number and be submitted to Human Resources.


Job Description

POSITION SUMMARY:       Under the direction of the Corporate Records Manager & City Archivist, assists with the operation of the Corporate Records Management System, the preservation of permanent records, and the coordination of the Ontario Municipal Freedom of Information and Protection of Privacy Act.




  1. Assists in the analysis and inventory of corporate records in digital, paper, and other formats and in the preparation of records retention schedules.
  2. Identifies federal and provincial statutes, regulations and legal requirements relating to records collection, creation, retention , access, and privacy.
  3. Assists in training City staff on information management issues and participates in the development of procedural/operating manuals for all corporate records in digital, paper, and other formats.
  4. Participates in the study of corporate departments in order to identify problems in information collection, storage, retrieval, use and disposition in co-operation with Corporate Information Technology
  5. Develops systems for managing records in digital, paper, and other formats.
  6. Assists with the corporate review, planning and implementation of the requirements for the virtual and physical storage of records.
  7. Appraises, accessions, arranges and describes permanent corporate records in digital, paper, and other formats.
  8. Facilitates the research use of permanent records in digital, paper, and other formats by preparing finding aids, undertakes research for City departments and provides assistance to City staff and the general public in obtaining information held by the City Archives.
  9. Participates in the maintenance of the Directory of Corporate Records and Personal Information Banks.
  10. Participates in the coordination of the Ontario Municipal Freedom of Information and Protection of Privacy Act and in providing advice and interpretation of legislation to Council and Corporate staff.
  11. Assists in the development of appropriate administrative procedures, guidelines and forms to process and monitor Freedom of Information inquiries.
  12. Assists in the development and implementation of comprehensive access and privacy training, communications, and awareness programs for Corporate staff.
  13. Assists in conducting research on decisions, appeals, legal opinions and case law related to access and privacy.
  14. Supervises students and contract staff in the day-to-day completion of their projects.
  15. Plans outreach activities and manages the Archives online presence to promote public engagement.
  16. Performs such other duties as assigned.





  • Graduate degree in information or archival studies or Library Science with archival courses, from an accredited program together with at least one year experience in information management or archives; or
  • Undergraduate degree in history, social sciences or humanities together with five years’ experience in information management or archives, and a recognized course or certificate in archives or information management
  • Knowledge of the Ontario Municipal Freedom of Information and Protection of Privacy Act, and other relevant legislation
  • Knowledge of current trends and techniques in managing and preserving digital records.



  • Excellent communication, organization and analytical skills
  • Sound knowledge of and practical experience with computers and information technology is essential
  • Must be competent within the meaning of the Occupational Health and Safety Act



  • Certified Records Manager (C.R.M.) designation
  • Additional designations in the fields of information management, archives, and privacy



  • The use of a vehicle may be required
  • Must take an Oath of Secrecy
  • Must be able to withstand periods of repetitive bending and lifting of materials weighing up to 40 lbs