Information Management Specialist (Full-Time)
A career at the Town of Collingwood is more than a job; it's a pathway to thrive. Here, you'll be part of a leading-edge team working together to provide excellent services, progressive and accountable decision-making, collaboration and advocacy based on our values of leadership, integrity, respect, excellence, and financial stewardship.
If this resonates with you and you're passionate about creating meaningful community impact, then read on!
The Opportunity
Reporting to the Manager, Legislative Services, the Information Management Specialist is responsible for managing and overseeing the organization, classification, and lifecycle management of physical and digital records across the corporation providing technical and clerical support in the development, coordination, training and maintenance of a Town-wide records and information management program.
This position assists in the processing of Freedom of Information (FOI) requests, responding to FOI inquiries, supporting appeals and completing annual reports in accordance with legislation and corporate policies; conduct audits of existing record keeping operations to ensure compliance with applicable legislation and ensures the Corporate Records and Information Classification System is used in accordance with such legislation and retention policies.
What You Will Do
- Conduct research to assist with the development and implementation of a systematic approach to records and information management, including document imaging systems and electronic document management.
- Develop, implement, and maintain records and information management policies and procedures in compliance with legal and regulatory requirements.
- Manage the classification, storage, retrieval, and disposal of physical records and digital records including but not limited to those using Microsoft 365 tools, including SharePoint, OneDrive, and Teams.
- Collaborate with IT and business units to ensure proper metadata tagging, version control, and access permissions are being applied.
- Design and maintain SharePoint sites and libraries to support efficient document management and collaboration.
- Conduct audits and assessments to ensure records are properly maintained and disposed of according to retention schedules to ensure compliance with the records and information management program.
- Provide training and support to staff on records management practices and Microsoft 365 tools.
- Effectively coordinate the transfer of files to archived/inactive records storage facilities and Simcoe Archives and destruction of records as per the records retention schedule.
- Assist in the creation, implementation, and maintenance of a governance document framework for the corporation.
- Assist in the processing of requests for information, responding to inquiries and coordinating IPC appeals in accordance with applicable legislation and corporate policies.
Skills and Experience
- Three (3) years of records and/or information management experience, preferably in a municipal government environment, with electronic document management systems and knowledge of TOMRMS. A deep understanding of digital file management best practices required.
- Expertise in developing effective training materials, and delivering training and instruction is required.
- Experience designing and managing SharePoint sites and document libraries. Familiarity with metadata standards, file naming conventions, and retention policies.
- Demonstrated knowledge of MFIPPA, Information and Privacy Commissioner Orders, and Records and Information Management practices. Understanding of accessibility requirements with respect to training and the creation and storage of records in accordance with the Accessibility for Ontarians with Disabilities Act.
- Excellent administrative, communication, interpersonal, organizational, time management, analytical, problem-solving, report writing, and public relations skills, together with the ability to use tact and discretion and to deal courteously and effectively with the public and fellow staff members.
- Ability to multi-task, cope with interruptions and work under pressure to meet multiple deadlines, exercise discretion and good judgment particularly when handling highly confidential/sensitive information. Possess a high level of initiative and personal integrity.
- Strong technical proficiency with Microsoft 365 apps, especially SharePoint, OneDrive, and Teams. Experience with Power Automate, Power BI, or other Microsoft Power Platform tools an asset.
Qualifications
Degree in Information Management, Library Science, Computer Sciences, Records Management, or related discipline.
Certification in Records Management (e.g., CRM, IGP) or Microsoft 365 an asset.
Valid Calss “G” driver’s license and reliable vehicle to use on corporate business. Ability and willingness to travel within the community as required.
Possess a Criminal Record and Judicial Matters Check (Level 2) with results satisfactory to the employer, and a valid standard first aid & CPR/AED Level C certification (or willing to obtain).
What We Offer
- Comprehensive benefits and perks: We offer a diverse range of benefits that cover health, dental, and family assistance, as well as membership in the OMERS pension plan for a secure future.
- A place to excel: We don’t just support ambitions, we cultivate them. With paid training opportunities, we help shape the skills that are essential to your professional development.
- A collaborative and supportive team: We foster a dynamic culture that thrives on the spirit of collaboration. We encourage open communication, value diverse perspectives, and celebrate the strength that comes from teamwork.
- A fulfilling career: We understand that job success is rooted in personal well-being and balance. Our dynamic work environment allows you to excel professionally while also being part of the vibrant, adventurous community that is uniquely Collingwood.
Why Collingwood
Located north of Toronto and nestled along the shores of Georgian Bay, Collingwood is an inclusive community that offers a healthy and active lifestyle in a beautiful waterfront setting, anchored by a responsible government, strong business and nonprofit networks, and an animated downtown. It offers the ideal blend of small-town charm and modern amenities, including a vibrant downtown that boasts world-class shops, restaurants, and cafes.
Collingwood’s ongoing commercial and residential growth makes it the ideal place to flourish personally and professionally.
Other Important Information
Normal hours of work are thirty-five (35) hours per week. The pay range is $67,067.00 to $81,481.40 ($36.85 to $44.77 per hour). This position may be eligible for a hybrid work arrangement per Employer policy.
If building a stronger, more connected community inspires you, we want to hear from you! Please submit your cover letter and resume in Word or PDF format to jobs@collingwood.ca, with the subject line, “Information Management Specialist, Job Posting #2025-26” to ensure it is reviewed promptly.
We thank all applicants for showing interest in joining our team. Please note only candidates selected for an interview will be contacted directly. We look forward to your application!