Manager, Records and Information Services

**Job Details**
Permanent Full Time (Non-Union)

**Posting Status**
Open to all current Town of Oakville employees and external applicants.

**Closing Date**
Applications for this position must be received at oakville.ca by no later than 11:59 p.m. on **January 11, 2026.**

This job posting is for an existing vacancy and therefore will be filled accordingly.

**We offer**:

- A hybrid work schedule
- A defined benefit pension plan (OMERS)
- Comprehensive health plan complemented with life and disability insurance
- A progressive work environment that promotes a work/life balance and strives to be a great place for great people to do great things

Reporting to the Town Clerk, the Manager, Records and Information Services provides corporate leadership for records governance, access to information, and privacy protection. This position is responsible for a full range of business activities within the Clerk’s department including the development, implementation, maintenance and management of corporate records and document management, the administration of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), and the operational controls that keep physical and electronic records compliant. This position is also responsible for Clerk’s public services (death registrations, marriage licenses, civil marriage services, commissioning, documentation services, AGCO lottery licenses, and Lottery Gaming Permits), ensuring excellent customer service and statutory compliance.

Key areas include:

- **Corporate Records Governance**:Lead the corporate classification, retention, and disposition program across physical and digital records, maintain the records retention by-law, and coordinate archival transfers.
- **Access & Privacy**:Manage the administration and compliance with the _Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) _and develop related policies and procedures, coordinate privacy breaches, and deliver corporate privacy training and risk programs.
- **Public Services Delivery**:Oversee vital statistics (Registrar/Division Registrar), marriage licenses and ceremonies, commissioning, documentation services, AGCO lottery licenses and OLG eGaming permits; maintain service standards and accessibility.
- **Corporate Document Management**: Management of the governance, migration strategies, digitization and implementation of SharePoint for the corporate document management program and development of related policies and procedures.
- **People Leadership**:Lead teams, set goals, coach performance, and build capacity.

**What can I expect to do in this role?**

As the Manager, Records and Information Services you will:

- Provide leadership, direction and planning for all aspects of the Town’s records management program including active, inactive and archival records, electronic document management, information access and privacy protection, and other related services.
- Perform research, develop budgets, write reports, provide training and present reports to Senior Management and Council.
- Research and support requests for information from Council and staff, ensuring that information is available when required, protected from unauthorized access, disclosure, alteration, deterioration and loss.
- Manage and provide leadership and expertise in collaboration with other business units regarding their recorded information including developing, analyzing various business units’ processes, creating, maintaining project plans, implementing technical standards and structure, developing policies, procedures standards and guidelines to support the governance, migration strategies, digitization and implementation of the corporate document management program.
- Oversee public services including death registrations, marriage licenses, civil marriage services, commissioning documents, documentation services, AGCO lottery licenses, OLG eGaming permits ensuring excellent customer service delivery and compliance with all legislation.
- Lead FOI intake, search, review, decision‑making, notices, mediation/adjudication, and reporting; maintain privacy breach protocol and deliver privacy training.
- Partner with the Project Manager, Corporate RIM, on project plans and migrations, providing governance requirements, standards, and acceptance criteria; partner with the Manager - EDM on data lifecycle alignment and eDiscovery.

**How do I qualify?**
- Undergraduate degree in Public Administration, Library Science or closely related field or equivalent.
- Certificate in Records Management or equivalent considered an asset.
- Progressive work towards attaining the Certified Records Manager (CRM) designation and other designations in the field of information management or progressive work towards the completion of the AMCTO Municipal Administration Program or CMO designation is considered an asset along with continuous education in the emerging trends, legislation and technologies in Records and Infor