Records Management Coordinator
Located within the traditional land of the Anishnaabek, Haudenosaunee and Wendat-Wyandot-Wyandotte peoples, the Town of The Blue Mountains is a four-season community with stunning natural features, including the Niagara Escarpment, Beaver Valley and the Georgian Bay shoreline. Internationally recognized as a four-season tourism destination, The Blue Mountains offers a high-quality lifestyle that caters to families looking to build a solid foundation, adventurers looking to go off the beaten path and relaxation seekers taking in and experiencing the very best the area has to offer.
The Town is looking for people with a shared commitment to building a sustainable community, as well as shared values of integrity, inclusivity, excellence, accountability, and stewardship for the well-being of our residents.
Come gain a unique experience in the 2nd fastest growing municipality in Canada!
Position Summary:
Reporting to the Town Clerk, the Records Management Coordinator will provide assistance to the Clerk’s division with the implementation and maintenance of the Town’s Document Management System. The position will play an important role in preparing physical records for digitization and will support this project by tracking progress.
The Records Management Coordinator will act as the Legislative Coordinator during periods of absence of the Legislative Coordinator for all existing and new agreements and contracts entered into by the Town, ensuring proper signoffs for execution are obtained, including contract milestones, tracking and administration.
Key Duties and Responsibilities:
- Assists the Clerk with the implementation and coordination of the Records Management program, including the annual update of the Records Retention By-law and classification schedule.
- Providing knowledge and expertise to all departments on file classification and retention practices in coordination with the Ontario Municipal Records Management System (“TOMRMS”).
- Applying the approved classification scheme to all corporate documents held by the Municipality.
- Maintain confidentiality regarding Town records.
- Manage training for current staff on records management practices and use of the EDRM software.
- Scanning, inputting and classification of all current municipal paper records into the electronic document records management (EDRM) software with appropriate classification and metadata tags installed.Assist the Town Clerk in the retrieval of records to respond to Municipal Freedom of Information and Protection of Privacy Act
- Coordinating the collection and organization efforts for the maintenance, preservation and disposition of all official records and documents for the municipality in accordance with statutory requirements.
- Working with internal and external departments to ensure that physical and electronic records and information are retained, archived, or disposed of in accordance with established procedures, records management policy and legislation.
- Assisting in the development of policies and procedures that will employ appropriate access and control, classification, retention, disposition, and preservation to all information resources required by the Municipality within the legislative requirements, organizational values, objectives, industry standards, and best practices.
- Monitor corporate requests for records, including the retrieval and return of documents from the records storage area in the Town Hall.
- Coordinating the migration of physical and electronic records and storage. This may include physically moving and handling records boxes as required, adhering to safe lifting practices.
- Work with Grey Roots Archives to ensure safe transfer of important historical records.
- When required, assists the Clerk’s Office with the navigation of Council and Committee of the Whole official meetings, arriving early to ensure room accommodations and accessibility are appropriate and all equipment is functioning properly, and any meeting material is set out in advance. Ensuring copies of agendas are available for members, media and public at all scheduled meetings.
- Provide clerical and administrative functions for other departments, as assigned, during a shortage of staff, which includes: reception duties; answering, screening, and responding to telephone and in-person inquiries; receiving, opening, and rerouting mail; booking meeting rooms; ordering refreshments and clean-up of same; etc.
- Comply with all health and safety practices as it relates to the work, standard operating guidelines and the Occupational Health and Safety Act.
- Performs other duties as required.
What you will need:
- Diploma in Records and Information Management or related field or enrollment in a recognized records management program; or an equivalent combination of education and experience.
- Minimum of 5 years related experience in records management, preferably in a municipal field.
- Experience with an Electronic Document Management System (EDMS) and the Ontario Municipal Records Management System (“TOMRMS”) would be an asset.
- Experience and knowledge with the Municipal Freedom of Information and Protection of Privacy Act, and responding to Municipal Freedom of Information Requests.
- Experience with training staff would be an asset.
- Working knowledge of municipal government functions and procedures.
- Knowledge of records and information management legislation, regulations, and best practices.
- Excellent written and verbal communication skills required to communicate information to other departments to provide or receive information and to educate staff at all levels in Records Management.
- Working knowledge of office terminology, procedures, and equipment.
- Ability to use computer applications such as spreadsheets, word processing, calendar, email and database software.
- Ability to work independently, take initiative, establish priorities, and meet deadlines.
- Demonstrated ability to exercise discretion, good judgement, diplomacy and confidentiality.
- Requires good attention to detail, organization, and communication skills. Ability to work well with people at all levels in the hierarchy and handle the stresses and pressures that are associated with the position with maturity and a positive attitude.
- Courtesy, discretion, and compassion when dealing with the public.
- Ability to multi-task and handle ongoing interruptions.
- Experience working with highly confidential and sensitive information.
- Good time-management skills.
- Ability to work independently with minimal supervision.
What we offer:
This is a new full-time opportunity at the Town. The annual salary for this role is $68,333.27 – $79,936.68 (2025 Rate). The Town also offers the following to our employees:
- Perks & Discounts
- Wellness Programs
- Health & Dental Benefits * full-time & 12 month + contracts only
- OMERS
- Work / Life Flexibility
- Professional Development & Education Opportunities
The submission deadline for applications is 4:30 p.m. on Wednesday, April 23, 2025.
In accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA), please advise the Human Resources Department to ensure your accessibility needs are accommodated throughout this process. Personal information provided by the applicants is collected under the authority of the Municipal Act, 2001 and will be used for the purpose of candidate selection.
We thank all candidates for their interest; however, only those selected for an interview will be contacted.
