Records and Information Specialist

Under the Direction of the Director, Legislative Services/Town Clerk, the Records and Information Specialist is responsible for development, implementation, monitoring, and evaluation of the Town’s corporate records management program. This includes maintaining records in all formats and recommending improvements to ensure efficiency and compliance. This role provides records management consultation services to Town departments and, in conjunction with the Director, oversees responsibilities under the Municipal Freedom of Information and Protection of Privacy Act and related legislation.  As a member of the Legislative Services/Clerk’s team, this role also provides general back-up and support to other departmental functions.

• Develop, test and implement corporate records and document management systems for both paper and electronic records, including email. Maintain and administer the Town’s records management system for all active and inactive records, ensuring complete lifecycle management of all official records. Ensure that all records are retained or disposed of in accordance with applicable legislation.
• Provide recommendations for improvements, implement updates, and support the corporate records classification system to ensure compliance across the corporation.
• Develop and maintain the Town’s records retention schedule in accordance with all applicable legislation. Implement records retention for all physical and digital records.
• Utilize strategic planning techniques to research, develop, and maintain records management policies and procedures for electronic and physical records in accordance with legislative requirements.
• Oversee the electronic document records management system (EDRMS), ensuring classification in accordance with The Ontario Municipal Records Management System (TOMRMS). This includes user management, setting access rights, establishing standard metadata, and business process analysis in collaboration with divisions to enable digitization and automated workflows.
• Provide end-user support for EDRMS issues within the scope of Records Information Management, including permissions, libraries, data sets, and Architecture Infrastructure. Collaborate with third-party resources to research solutions.
• Partner with the Information Technology department to conduct Privacy Impact and Records Management Analysis on all new and existing software applications.
• Review information collection statements and provide risk mitigation strategies for privacy protection.
• Develop and deliver orientation and training sessions on records and information management, privacy policies, procedures, and best practices to applicable Town employees.
• Make recommendations regarding off-site records storage if applicable, including cost analysis and preparation of physical files for storage at Simcoe County archives.
• Provide records management and freedom of information and privacy consultation services and training to Town employees and teams.
• Conduct inventories, assessments, searches, scanning, and retrieval of records, including active, inactive, historical, and vital records.
• Under the direction of the Director, Legislative Services/Town Clerk, manage and administer the Freedom of Information process, including requests and appeals, authorizing or denying the release of records, redaction of records, providing fee estimates in compliance with the Municipal Freedom of Information and Protection of Privacy Act. Prepare annual reports for the Information and Privacy Commission.
• Assist the Director, Legislative Services/Town Clerk with developing statistics for Key Performance Indicators and budget preparations as required.
• Act as Deputy Division Registrar under the Vital Statistics Act.
• Act as Deputy Issuer of Lottery Licences and Marriage Licences.
• Act as Commissioner of Oaths and Affidavits for the execution of documents for the Town of Midland and Members of the public.
• Provide assistance during Municipal Elections, as required.

Team Member

• Work as a team player promoting a positive and professional work environment and conduct role with integrity and respect.
• Uphold the Town’s values of integrity, accountability, empowerment, purposefulness, and service excellence.
• Act as an Ambassador throughout the community, positively representing the Town.
• Abide by the policies and procedures of the Town.
• Abide by the Occupational Health and Safety Act, and work in a manner that is safe, reporting incidents immediately to direct supervisor.
• Perform other duties as assigned to meet the overall goals and objectives of the Town.
• Build and maintain knowledge and expertise in relevant fields.

• Diploma in Records and/or Information Management, Public Administration, Library Science, or related discipline required. Candidates with an equivalent combination of education and work experience may be considered.
• Minimum of three (3) years of experience in records and information management or related, preferably in a municipal environment or Clerk’s office. Preference will be given to candidates with municipal records management experience.
• Certified Records Manager (CRM) designation and/or Records and Information Management (RIM) certification and/or Certified Information Professional (CIP) designation an asset.
• Strong knowledge of legislation, protocols, and processes related to records management, including retention requirements required.
• Proficient in computer applications, including Microsoft Office Suite (Excel, Outlook, Word, PowerPoint), records and electronic document management systems, databases, search software, Adobe Acrobat, and SharePoint required.
• Knowledge and experience with electronic records management, including digitization, retention schedules, policy and procedure development and implementation, storage and retrieval, and best practices for records and information systems.
• Familiarity with Electronic Document Management Systems (EDMS); experience with the Ontario Municipal Records Management System (TOMRMS) considered an asset.
• Working knowledge of the Municipal Act, 2001 and Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) with experience responding to Freedom of Information requests preferred.
• Excellent organizational, analytical, attention to detail, and time management capabilities in order to plan and meet project timelines.
• Strong interpersonal and communication skills with the ability to effectively communicate at all levels of the organization.
• Experience handling and maintaining confidential and highly sensitive material with tact and discretion.

The successful candidate will be required to complete a Criminal Record Check, in accordance with the duties of this position.

This position is an existing vacancy and offers competitive total compensation including a wage range of $73,839.31 to $89,752.14 (2026 wage), 35 hours per week.

Application: If you are interested in this opportunity, apply directly through our ADP Applicant Tracking System (ATS).  Instructions on how to apply to this opportunity (or other postings) can be found on our website.  No phone calls please.

This posting closes on Sunday, February 8, 2026 @ 11:59 p.m.

We thank all applicants for their interest. However, only those being considered for an interview will be contacted. In accordance with the Municipal Freedom of Information and Protection of Privacy Act, personal information is collected under the authority of the Municipal Act, and will only be used for candidate selection.

As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve. We encourage applications from Indigenous peoples, racialized people, persons with disabilities, and those who identify as LGBTQ2S+.

The Town of Midland is committed to providing accommodation based on any human rights protected grounds and in accordance with the AODA, throughout the recruitment and selection process. If you require accommodation, please notify us when contacted for an interview and we will work with you to meet your needs.