Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason
- Job ID #32030: Records & Information Management Coordinator
- Union: CUPE Local 5167
- Job Description ID #: 1308
- Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city
by 9:00 a.m. on July 2 2026.
- Duration: Up to 15 months
- Vacancy type: This posting is for an existing vacancy
- Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.
SUMMARY OF DUTIES
Reporting to the Manager, Corporate Records & Freedom of Information, responsible for the effective coordination and administration of the organization’s records and information assets, in both physical and electronic formats. Ensures that information, data and records are organized, accessible and classified in compliance with legal and regulatory requirements.
Act as Records Management Administrator of the Electronic Document and Records Management Systems (EDRMS), which contain active and archival records. Responsible for configuring and maintaining file classifications, records lifecycles and dispositions, train users on compliant records management filing. Completes Quality Assurance and compliance audits to maintain the integrity of the lifecycle of records filed in systems, including but not limited to DM Extensions and SharePoint/Purview.
GENERAL DUTIES
Develops requirements for efficient information handling, creation, classification, indexing, retention scheduling, storage and retrieval processes including archival records protection of both physical and electronic records.
Records Management Administrator of EDRMS systems, responsible for file configuration, setting system document types and retention schedules. Monitors user permissions, identifies software issues, resolves user issues, runs lifecycle reports and executes disposition reports.
Monitors and enforces compliance with established records classification and system security frameworks to ensure records are managed in accordance with legislated retention schedules in accordance with the Municipal Act and applicable privacy requirements under the Municipal Freedom of Information & Protection of Privacy Act.
Instructs and guides City staff on compliant records management filing in DM Extensions and SharePoint EDRMS software.
Coordinates, organizes and processes daily administrative tasks related to the operation of the off-site storage facility including liaising with client departments regarding storage and retrieval inquiries.
Responsible for coordinating and conducting annual shred of paper records including preparing and verifying all documentation for of expired boxes and coordinating approvals from client departments prior to destruction of their expired records.
Researches and analyses records management practices and provides lifecycle management recommendations on policies, procedures and systems.
Liaises and collaborates with Records & Information Management Specialists on the establishment of retention schedules.
Researches statutes and regulations to determined legal obligations for retention and accessibility of records.
Appraises, categorizes and classifies records to support development of retention schedules and general subject indexes.
Identifies, prepares and maintains an inventory of physical and automated records and recommends the creation, amalgamation, and retention of records in physical storage and electronic databases and systems, within the guidelines of established policies and procedures.
Appointed Deputy Divisional Registrar under the Vital Statistics Act for the purposes of issuing burial permits to funeral service providers and reconciling original death registration documents.
Supports the registration of Deaths and prepares and maintains Marriage License and Death Registries, required under the Vital Statistics Act.
Prepares death registration billing to funeral service providers and reconciles the inventory of Marriage Licenses against marriage license sales.
Maintains the integrity of the office by exercising discretion, accountability and due diligence in managing and protecting confidential and personal information.
Preserves the integrity and historical value of the organizations archival records.
Investigates, indexes and maintains an expert awareness of current municipal issues, current and past Council decisions, by-laws adopted by Council, Corporate policies and procedures, Provincial Acts & Regulations and information relating to the responsibilities of and services provided by municipal government.
Maintains, researches, retrieves and provides information to members of Council, staff, the public and outside agencies (law firms, real estate agencies, and other municipalities) in an accurate and timely manner.
Organizes and assigns bill numbers and prepares bill package for Council meetings.
Organizes and assigns by-law numbers of bills adopted by Council and approved by the Mayor and prepares by-laws for signature by the Mayor and Clerk.
Organizes and assigns by-law numbers to by-laws approved by the Ontario Land Tribunal and Planning Department, respectively.
Organizes, maintains and assigns numbers to Mayoral Decisions and Directives.
Records agreements, circulates for signature, affixes Corporate seal and follows up by recording Instrument number upon registration by the Land Registry Office.
Prepares and maintains searchable databases and libraries of various municipal records to support quick and accurate retrieval of information.
Marriage Ceremony Officiant under the Marriage Act.
Commissioner of Oaths under the Commissioner for Taking Affidavits Act.
Prepares certified copies of by-laws and resolutions.
Assists public with Assessment Roll inquiries and prepares certified copy of assessment roll as required.
Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
Performs other duties as assigned which are directly related to the major responsibilities of the job.
QUALIFICATIONS
- Developed understanding of records management, information management, data/knowledge management normally acquired by obtaining a Records and Information Management certificate with previous administrative experience in a customer service capacity related to the duties listed above.
- Demonstrated experience with Electronic Document & Records Management Systems with proficiency in records management processes. Experience with DM Extensions, Sharepoint/Purview, ShinyDocs are considered an asset.
- Ability to input, retrieve and manipulate data at an acceptable speed (50 wpm) as well as ability to develop and maintain databases. Proficient in keyboard skills with emphasis on accuracy.
- Experience in a Microsoft Office computerized environment. Working knowledge of Microsoft SharePoint, Teams, OneDrive, Outlook and Excel. Ability to conduct Web searches.
- Must be flexible in hybrid work schedule and available to work overtime on weekends on a rotating shift cycle, as required.
- Knowledge and a demonstrated understanding of Provincial Acts & Regulations related to responsibilities including Municipal Act, Municipal Freedom of Information and Protection of Privacy Act, Personal Heath Information Protection Act, Vital Statistics Act, Marriage Act.
- Knowledge and understanding of the responsibilities and services provided by municipal government.
- Strong interpersonal and communication skills. Excellent people skills with an emphasis on customer service and the ability to deal with difficult people.
- Excellent time management and organizational skills. Work planning and priority setting within defined timelines.
Disclaimer:
Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.
Terms:
The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.
