Ontario
POSITION: Digital Records Clerk – Commissionaire – Lvl GL3
LOCATION: 8 Mission Support Squadron CFB Trenton
POSITIONS AVAILABLE: existing vacancies 1
HOURS OF WORK:
• Full-Time / 40 hours per week
• 8 hour shifts
• Holidays as required
• SUPERVISORS – Mostly days and possibly paid, unscheduled call-ins may be required from district Supervisor/Manager
RATE OF PAY: $27.27 per hour
BENEFITS:
• Dental Care
• Employee assistance program
• Extended health care
• Flexible schedule
• Life Insurance
• Group RRSP
• Vision care
EFFECTIVE: October 27, 2025 or dependent on candidate’s availability
WORKING CONDITIONS:
Due to the nature of the duties, the incumbent may be asked to complete tasks offsite.
JOB SUMMARY:
The role of Digital Records Clerk is responsible for the collection, sorting, organizing, verification, retrieval and filling, access control and protection, storage, retention and disposal services in support of the 8 Wing Mission Squadron.
REQUIRED SKILLS:
• administrative experience is an asset
• must have excellent interpersonal and written communication skills,
• must be able to communicate in a calm and confident manner regardless of circumstances,
• must be able to interact with people in a concise and professional manner,
• must be able to maintain Commissionaires and client confidentiality,
• must be able to utilize any proprietary programs in use by/for the designated site/client,
• must be physically able to conduct vehicle or foot patrols at site buildings and locations,
• must be able to work independently or as part of a team,
• should possess excellent computer skills, including experience with specialized secure networks and all Microsoft products i.e., Word, Excel, Access, and Outlook, SharePointand
• should possess experience with online scheduling apps.
• must be able to obtain and maintain a secret security clearance within 120 days of being hired.
REQUIRED SECURITY CLEARANCE:
Reliability (requires 5 years minimum Canadian residency) with the ability to obtain a Secret clearance (requires 10 years minimum Canadian residency)
RESPONSIBILITIES:
• represent the Commissionaires and the client professionally at all times including personal conduct, dress, and appearance,
• read, remain current with, and follow all Commissionaires policies, Terms & Conditions of Employment
• With limited supervision receives, sorts, verifies, maintains, photocopies, files and digital documentation including but not limited to Administration Orders, Letters, Policies,
• Organization Charts, Personnel Management files and Record of Discussions.
• With limited supervision, ensure that the Squadron record management structure is compliant records and databases for personnel (up to Protected B) are maintained in accordance with the established procedures in National Defense Security Orders and Directives (NDSODs).
• Establish and promulgate Squadron record management SOPs and conduct of local training if requested through Squadron leadership. This includes:
o Acquire and maintain a comprehensive understanding of broader CAF information
o management practices, associated policies, programs, directives and guidelines.
o develop and maintain Squadron record management Standard Operating Procedures (SOPs);
o maintain a local file plan which corresponds to the Royal Canadian Air Force (RCAF) file naming convention; and
o be prepared to coordinate with and align Sqn record management plan with unit DCO.
• Provide file access to authorized Squadron members as determined by unit and Squadron leadership.
• Be prepared to coordinate with key unit stakeholders including but no limited to the DCO, USS, Officers Commanding (OCs) and Squadron members on record management and data disposal.
• Maintaining Squadron SharePoint and Splashpage Websites
• Acquire and maintain a functional understanding of SharePoint Cloud-based tools within 3 months of placement.
o Maintain SharePoint Cloud-based functionality and accessibility.
o Be prepared to troubleshoot minor SharePoint issues.
o Be prepared to coordinate with DCO, USS, Officers Commanding (OCs) and Squadron members on any SharePoint request on behalf of 8MSS.
• Design a folder structure for the Squadron
• read, remain current with, maintain, and follow all client & site SOPs/post instructions,
• perform necessary escort services, if required by client site instructions, Commissionaires SOPs or at the direction of the Site Supervisor or the client (where possible),
• maintain a daily personal notebook,
• record, advise/report on any unusual site activity to the appropriate supervisor/client including any actions/remedies and/or official reporting undertaken, as required,
• generate appropriate security and incident reports, as required,
• maintain a dialogue with the Site/District Supervisor and the client at all times, and
• perform any other required security related duties, as detailed by the Site Supervisor/District Manager and/or as reasonably requested by the client.
CLIENT REQUIREMENTS
To be eligible for consideration for this position, you must have the following qualifications:
• Reliability Clearance / Secret Clearance
• Valid Ontario Security License
• Valid Emergency CPR First Aid with AED
• Driver’s License
• Clean CPIC and Background Check
Proof of Qualifications will be required.
APPLICATION PROCESS:
Applicants are requested to submit .pdf copies of the listed documents completing ONE submission only as follows:
Applications via Website (external applicants)
Applicants must submit:
- A cover letter specific to the position
- A current Résumé,
- A completed application form,
- Security Licence, and
- First Aid certificate.
Applications via Email (only for currently serving commissionaires)
Commissionaires must submit:
- A cover letter specific to the position, and
- A current Résumé.
directly to enrollment clerk at [email protected]
APPLICATION DEADLINE:
Applications for this position will be accepted until 4:00 p.m. on Monday 13/Oct/2025
NOTES:
The Commissionaires Kingston and Region use multiple job platforms that may utilize Artificial Intelligence (AI) in their platforms to screen applicants.
All security work is 24/7 up to 40 hours per week and overtime is possible.
Submissions from currently serving Commissionaires for all Union locations and supervisory positions will be prioritized over external applicants.
Incomplete, multiple submissions or unsolicited submissions may not be processed in a timely fashion or may be removed from the applicant pool entirely.
Although the Commissionaires prefers to hire military, RCMP and police service veterans we remain an equal opportunity employer that strives to ensure an inclusive and diverse workplace. Our vetting, interviewing, and hiring practices employ the same focus towards inclusivity and diversity in order to provide as barrier free an environment as is possible.
Selection of any candidate is subject to client approval.
Only candidates considered for an interview will be contacted.