Records Management Specialist

Records Management Specialist

Legislative Services – Clerks Division

Status: (1) Contract Full Time, up to 13 months

Salary Range: $81,977 - $102,471 per annum 

Hiring Range: $81,977 - $92,224 per annum 

Work mode: Hybrid* see below for more details about this work mode. 

Location: Wolfedale Yard - 3515 Wolfedale Rd, Mississauga, ON L5C 1V8

Hours of work: 35 hours per week 

Reporting to the Manager, Access to Information and Privacy, this role provides specialized expertise in Records and Information Management to support complex organizational initiatives, including the transfer of records related to Regional service downloads to Mississauga, Brampton, and Caledon.

The position leads records governance, information management, and legislative compliance activities, applying MFIPPA and related requirements to complex and evolving scenarios. This role contributes to the modernization of the Records Management program by enhancing governance tools such as the Records Retention By-law and Personal Information Bank Index, advancing digital recordkeeping practices, and improving organizational compliance and consistency.

Key Responsibilities:

Service Downloads and Records Transfer

• Lead and provide expert advice on the identification, assessment, documentation, and secure transfer of records in all formats related to service downloads.
• Partnering with regional teams and municipalities to records ownership, control, retention, and disposition, ensuring alignment with legislative and operational requirements.
• Assess complex records management scenarios arising from service transitions and recommend practical, defensible solutions to support compliance, accountability, and continuity of service.

Privacy, Security, and Compliance

• Interpret and apply records management, privacy, and information governance requirements to ensure compliance with MFIPPA and related legislation.
• Identify, assess, and help mitigate risks related to records handling, transfer, retention, and disposition, in collaboration with the Privacy team and other stakeholders.
• Provide expert guidance on managing sensitive and confidential information.

Records Governance and Program Development

• Develop, maintain, and enhance Records Management policies, governance tools, and compliance frameworks, including the Records Retention By-law and Personal Information Bank Index.
• Analyze current practices and recommend improvements to strengthen records governance, address gaps, and support evolving organizational needs.

Advisory, Training, and Relationship Management

• Provide specialized records management advice and consultation to business areas and project teams.
• Develop and deliver training and awareness initiatives to promote consistent, compliant records lifecycle practices.
• Build and maintain collaborative relationships with internal stakeholders, local municipalities, and corporate partners,

Digital Records and Information Management

• Provide guidance on records classification, metadata, retention, and disposition within digital environments, including SharePoint and other enterprise platforms.
• Promote effective digital recordkeeping and collaborate with Records, Archives, and digital teams on electronic disposition and archival processes.

Program Improvement and Operational Support

• Drive continuous improvement by identifying risks, gaps, and opportunities within the Records Management program.
• Support operational activities at the Inactive Records Centre, including circulation, reviews, and authorized records destruction, as required.

What You Bring:

• Completion of a degree in Records and Information Management, Archival Studies, Library Sciences, or an equivalent combination of education, training, and experience.
• Minimum five (5) years of progressive experience in Records and Information Management, including experience with records/document management, information governance, and electronic records management systems.
• Experience working with enterprise content management and collaboration platforms such as OpenText Content Server and/or SharePoint.
• Experience providing advice, guidance, and recommendations in a complex organizational environment.
• Comfortable using stairs/rolling ladders/step stools, and other equipment to access and move records and banker’s boxes.

What the role requires:  

• Demonstrated ability to interpret and apply legislation, policies, and standards related to records management and information governance.
• Strong analytical, problem solving, and organizational skills, with the ability to manage competing priorities.
• Strong communication, consultation, and relationship management skills, with the ability to influence consistent practices across diverse stakeholders.
• Ability to work independently and exercise sound judgment in complex situations.
• Ability to regularly lift a minimum of 30 pounds.

Nice to have:

• Certified Records Manager (CRM), Certified Records Analyst (CRA), and/or public policy credentials.
• Experience contributing to policy development and implementation.
• Experience developing and delivering adult education or training programs.

Apply now and help us build a better tomorrow with Peel Region! Join us—be bold, think big, and help shape a better tomorrow.

Perks That Make Work Fun (and Your Life Easier)!

At Peel Region, we believe in taking care of you. Here's what you'll enjoy when you join our team:

• Top-Notch Benefits: Comprehensive Health, Dental, and Vision plan (yes, even psychological health coverage) — starting on your very first day!
• OMERS Pension Plan: Voluntary enrolment to help secure your future with peace of mind.
• Vacation Time That Grows: Start with 3 weeks of vacation per year— because work-life balance is important!
• Personal Days Just for You: Enjoy 3 paid personal days and floating holidays to recharge whenever you need.
• Wellness First: Flexible hours to fit your lifestyle and prioritize your health and well-being.
• Performance Pays Off: Annual performance reviews with merit increases — your hard work is recognized and rewarded!
• Supportive, Respectful Culture: Work in an environment where leadership truly cares and inclusivity is celebrated.
• Learning & Growth: Access to tuition reimbursement and tons of development resources to keep you growing — whether in your career or on a personal level.

We’ve got you covered — because we know happy, healthy people do their best work! 🎉

In this role, you’ll benefit from the flexibility of a hybrid work arrangement that prioritizes meaningful in-person connection. A minimum of two days per week on-site is expected, with additional in-person presence as operational needs evolve. This arrangement allows for a blend of in person and hybrid work that adapts to support both organizational priorities and employee flexibility and is subject to change over time.

It's important to note that your off-site work location must be within the province of Ontario. This ensures that we're compliant with all regulations and policies.

Peel Region offers job based flexible hours of work that allows employees to manage personal and professional responsibilities while at the same time ensures business operational needs and customer service expectations are achieved. 

Interview: Our recruitment process will include video conference technology

Kindly ensure to regularly monitor your spam and junk email folders, as important communications regarding your application may be directed there.

If this opportunity matches your qualifications and experience, please apply on-line. 

Peel Region consists of the cities of Brampton and Mississauga, and the town of Caledon.  Peel Region delivers essential services to more than 1.5 million residents and approximately 200,000 businesses.

We’re working to create a community that is safe, inclusive, and accessible.  A place where everyone feels they belong and can access the services they need to thrive throughout each stage of life.

Our workforce is 6,700 strong and since 1974, we’ve been delivering a wide range of resident focused services. Our services include paramedic services, health programs, long-term care and services for seniors, child care support, garbage collection and recycling, waste water and water treatment, road maintenance, financial assistance, and housing support. 

Recognized by Canada's Healthy Workplace Month® with the Great Employer Award presented by Excellence Canada, Peel Region is a place where everyone feels they belong. We strive to develop a workplace that values and respects diversity, practices inclusion, recognizes the unique contributions and abilities of all people and facilitates innovative thinking. At Peel Region, people come first. Each employee has an important role within our community and when we work together, it’s impactful. We encourage you to join us in delivering essential services and programs to our diverse community. You won't find a better opportunity than Peel Region.

Peel Region is committed to a diverse and inclusive workplace where everyone is respected and valued for their contributions, and where everyone is treated fairly and has opportunity to grow and develop. As one of the most diverse regions in Canada, we are committed to establishing a qualified workforce that is reflective of the population we serve.

Peel Region is committed to providing accommodations throughout the recruitment process, upon request. If you require accommodation, please notify us and we will work with you to meet your needs. Accessible formats and communication supports are available. Please contact zzg-hrtalentacquisition@peelregion.ca 

Please be advised, Peel Region uses email to communicate with applicants for open job competitions and does not use AI technology in any part of the recruitment process. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e., testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the position and your application will be removed from the competition.