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Records Information & Legislative Projects Coordinator, the Corporation of the Municipality of Clarington: Deadline June 18, 2020 4:00 PM

5 Jun 2020 8:53 AM | Anonymous member (Administrator)

Clerk’s Department

Requires a

Records Information & Legislative Projects Coordinator

Non-Affiliated Position (Temporary – Up to 18 Months)

The Municipality of Clarington is pleased to accommodate individual needs in accordance with the Accessibility of Ontarians with Disabilities Act, 2005 (AODA), within our recruitment process.  If you require accommodation at any time throughout the recruitment process or in performing your position should you be selected please contact the Human Resources Division at

Summary of Duties:

Reporting to the Deputy Clerk, the incumbent has specialized technical skills as an independent worker under minimal supervision.  The successful candidate is an exceptionally organized, analytical, skilled project leader responsible for the Corporate Records and Information Management program by providing expertise in development, implementation, monitoring, and training.  This position is a key member of the Clerk’s Department team, with a thorough understanding of records management and the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

Responsibilities include, but are not limited to:

·         Managing and administering the Municipality’s records and information management program.

·         Developing and implementing policies and best practices for information management, including overseeing the application of and recommending revisions to the Municipality’s Records Retention By-law.

·         Conducting records inventories, analyzing, and recommending innovative, efficient and suitable solutions to improve information management across the organization.

·         Maintaining and optimizing electronic document systems, in cooperation with IT, including implementing an environment of sharing digital documents within, and among, departments.

·         Working with departments to ensure efficient and effective application of the records retention schedule, including the destruction of records.

·         Providing user training on records and information management, MFIPPA, and system training in Laserfiche and Versatile.

·         Assisting in performing the statutory duties of “Head” under MFIPPA.

·         Working on special legislative projects assigned from time to time.

·         Acting as a key municipal election team member responsible for executing the major tasks associated with Municipal Elections processes.  (During this temporary opportunity this responsibility will be limited)


1.    The successful candidate will be a graduate of a three year post-secondary education with a Degree in Records and Information Management, Archival Studies, Library Sciences or possess equivalent qualifications in skills and work related experience to the satisfaction of the Municipal Clerk.

2.    More than three years of directly related experience in records and information management theories, principles and practices including classification and retention scheduling, as well as digital records, preferably in a municipal organization.

3.    A Certified Records Manager (CRM) designation and/or Records and Information Management (RIM) certification and/or Certified Information Professional (CIP) designation, or willingness to complete, is considered an asset.

4.    Proven working knowledge of applicable federal and provincial laws and rules of procedure related to records management, inventory and retention to ensure regulatory compliance (including MFIPPA).

5.    Demonstrated proficiency in Laserfiche, Versatile Professional, or other similar information management applications.

6.    Excellent communication skills to work effectively with client departments using diplomacy and tact.

7.    Well-developed project management, analytical, problem solving, flexibility, research and organizational skills to coordinate activities of self and others in accordance with established RM goals and objectives.

8.    Demonstrated experience in training staff of all levels, preferably on software systems, and in preparing training documents, reports and policies.

9.    Knowledge of, and demonstrated ability in, corporate core competencies including customer service, communication, team work, initiative/self-management, accountability, flexibility and adaptability.

10. Ability to travel to off-site locations in a timely and efficient manner, as required.

11. Advanced knowledge and experience using Microsoft applications (Outlook, Word, Excel, etc.) and database management.

12. Experience in using Voterview software or similar election management software.

13. Experience with management of municipal election activities. (May not be required for this temporary assignment).

14. Ability to regularly lift an average of 30 lbs.

15. Must be able to legally work in Canada.

Salary:  $87,317 to $106,136 – Grade 7 on the 2020 Non-affiliated Grid

The Municipality offers a competitive and comprehensive benefit package.

In determining the successful candidate, the interview will include written and oral testing (with a minimum pass rate of 70% with consideration for the highest score).

Candidates selected for an interview will be required to provide:

  • Sample Policy or Report authored by the applicant
  • You will be required to provide a 10 minute training session to the interviewees on a topic of your choice.  A projector and laptop will be available but it is recommended that you provide your own laptop.

The successful candidate will be required to provide a satisfactory current (within last 180 days) Criminal Records Check (“CPIC”), from a Canadian Police Information Centre.  Applicants who have been employed with the Municipality within the last year and have provided a CPIC within the last 365 days are exempt.

Applications will be received in confidence until

4:00 PM.,Thursday June 18, 2020.

Human Resources Division                                              

Please quote File #40-20

Municipality of Clarington

40 Temperance Street

Bowmanville, Ontario

L1C 3A6

Emails may be forwarded to; applications will not be retrieved from other sources (file sharing sites – One Drive).

Applicant information is collected under the authority of the Municipal Act, 2001 (S.O. 2001, c.25) to determine employment eligibility with the Municipality of Clarington.  Questions about this collection should be directed to the Director of Corporate Services, 40 Temperance Street, Bowmanville, ON L1C 3A6 (905) 623-3379.

We thank all applicants for their interest, however, only those under consideration will be contacted.

If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379, ext. 2131.

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