Administrative Support - Records and Information ManagementThe City of Orillia is hiring an Administrative Support to coordinate the activities of the Records and Information Management Program and serve as a member of the City’s Customer Service Team by providing front‑line customer service.Position Synopsis and PurposeResponsible for developing a clear process to meet the needs, objectives, and system requirements for the corporate Records and Information Management (RIM) Program and electronic document records management system (EDRMS).Major ResponsibilitiesAdministrationManage and maintain the EDRMS database and the SharePoint Global Information Architecture in collaboration with assigned Modernization Division staff and oversee the inactive file storage facilities in accordance with RIM Policy.Research and recommend updates to The Ontario Municipal Records Management System (TOMRMS) Classification and Retention schedule annually in consultation with the City’s RIM Governance Group.Collaborate with members of the Modernization Division toDevelop, implement, and test SharePoint as the EDRMS.Support the development of database improvements.Assist in the development of data processes, information monitoring, auditing, and reporting practices.Assist in developing systems to monitor and report on data loss prevention, permissions, security and retention label policies on Microsoft Purview.Conduct regular audits of corporate information systems, repositories, and collaboration spaces to ensure compliance, integrity, and quality.Create departmental/divisional change sustainment plans to support end users.Assist in developing solutions for digitizing and organizing legacy records, including file structure design, naming conventions, and retention application.Facilitate quarterly meetings of the RIM Stewards, including the preparation of agendas and minutes.Create, monitor and improve artificial‑intelligence–driven workflows for document indexing, retrieval, and archival storage.Collaborate with Modernization Division staff and other city departments to streamline document processes and support digital transformation initiatives.Troubleshoot issues within the EDRMS (SharePoint – Town Square) by identifying root causes, testing solutions, and escalating technical problems when necessary.Create and convert documents into accessible formats to ensure compliance with the Accessibility for Ontarians with Disabilities Act (AODA) standards.Assist staff delegated as Head under section 3 of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) by conducting record searches, locating, sorting, severing, redacting,



and preparing records for disclosure.Serve as back‑up at the Customer Service Counter, including acting as a Deputy Division Registrar for issuing marriage licences and burial permits while maintaining confidentiality.Contribute as a member of the Customer Service Team by providing front‑line customer service as an ambassador of the City of Orillia.Answer calls, faxes and emails in a timely and professional manner.Process payments.Respond to general inquiries.Greet visitors and couriers.Record all service requests received from residents.Work collaboratively with other departments to resolve customer concerns.Prepare and maintain high‑quality procedures and documentation for inclusion in the RIM Program Manual.Other duties as assigned in accordance with Corporate Objectives.Policies, Programs and Service DeliveryPrepare and distribute Disposition Reports for departments and divisions, and upon receiving all required approvals, conduct the final disposal of electronic records from SharePoint and the SIRE site in SharePoint using the Purview Disposition Module.Train City staff in accordance with City Policy on RIM Governance.Develop, update, and deliver training programs on records and information management policies, procedures and best practices.Complete Council meeting follow‑up by scanning and certifying signed By‑laws and Agreements, as required.Store and maintain Council agendas, minutes, reports, by‑laws, deeds and agreement records along with their related indexes.Maintain and update the Policy Manual following Council meetings and coordinate the annual housekeeping review and related updates.Financial ManagementCustomer‑service back‑up and front‑line cashier duties (e.G., processing marriage licences, parking tickets, transit passes, garbage tags, dog licences).Handle miscellaneous inquiries by phone or in‑person regarding various payments.Process invoices for supply purchases.Safety NoteAll activities are performed safely in accordance with the Occupational Health and Safety Act, corporate safety policies, procedures and programs, and necessary personal protective equipment is used and maintained.Minimum QualificationsEducationPost‑secondary education in a related field (Office, Business, Legal Administration,



Records Management, Library or Information Sciences).Advanced computer skills using Microsoft 365 Office Suite (PowerPoint, Excel, Power Apps, Word, SharePoint, Teams).Relevant certifications – Microsoft 365 Certified: Information Protection and Governance Administrator Associate (SC‑400), Microsoft 365 Certified: Administrator Expert (MS‑102), Microsoft Certified: Power Platform App Maker Associate (PL‑100), Certified Records Manager (CRM).ExperienceMunicipal experience is considered an asset.Knowledge, Skills and AbilityExcellent judgement, organizational, verbal and written communication skills.Strong problem‑solving skills, resourcefulness and the ability to resolve conflicts effectively while maintaining professionalism and excellent customer service.Certified Records Analyst (CRA) or Certified Information Professional (CIP) Certification is considered an asset.Working knowledge of the Ontario Municipal Records Management System (TOMRMS) and the ability to provide training to staff.Knowledge of records management legislation and standards, including MFIPPA.Experience with data governance and records management policies in Microsoft SharePoint and Purview is an asset.Ability to effectively handle stressful situations.Excellent organizational, judgment, initiative, communication and interpersonal skills, and the ability to work in a team environment.Ability to deal effectively and courteously with the public, staff and external agencies.Physical DemandsSitting, standing, or walking in a standard office environment with continual visual concentration.Ability to move records storage boxes weighing up to 20 kg from heights up to four meters using a rolling safety ladder when necessary.Position RequirementsValid Ontario Class G driver’s license and access to a reliable vehicle.Current and acceptable Criminal Record Check required prior to the commencement date.Benefits and CompensationHourly wage ranges from $27.49 to $29.06 based on a 35‑hour work week, pursuant to the wage schedule for IBEW – Clerical and Technical Bargaining Unit employees. The City offers a comprehensive advantages package and registration with the OMERS pension plan.Application DeadlineJune 15, 2026 at Noon.The City of Orillia is committed to an inclusive, barrier‑free environment. Accommodation will be provided in all steps of the hiring process. Please advise the Human Resources Department if you require any accommodations to ensure you can participate fully and equally during recruitment and selection.This position is currently open and has not yet closed.#J-18808-Ljbffr

📌 Administrative Support - Records And Information Management - C$27.5 - C$29.1 An Hour (Winnipeg)
🏢 City of Orillia
📍 Winnipeg