Records and Information Specialist

Posting Information

Posting Number

CK53896P

Position Title

Records and Information Specialist

No. of Staff Required

1

Position Type

FT

If Term position, enter length of Term in months

N/A

Position Groups

Management and Exempt

Division

City Clerk (DV120)

Department

City Clerk (DP120)

Department Name

Office of the City Clerk

Branch

Records & Information (BR228)

Organizational Information

Purpose of your Position - Non Union

The Records and Information Specialist manages the planning, development, implementation and ongoing maintenance of the City's Records Information Management (RIM) program. The Records and Information Specialist identifies and runs business process improvement initiatives using the Electronic Documents Record Management System (EDRMS) and other information management tools to meet legislative and regulatory requirements, corporate business needs, and to support public accountability, Including under the Freedom of Information and Protection of Privacy Act (FOIPPA). This role works closely with the Records and Information Coordinator and the Information Technology (IT) department.

Classification Summary - Union

Duties - Union

Results and Activities - Non union

1. Project Management:

• Oversee works related to the lifecycle of the City's records, including the efficient storage, retrieval, and archiving of information.
• Work within systems, and with all forms of records, including within the SharePoint environment, to ensure all aspects of proper records management within all systems.
• Prepare project plans, set deadlines, manage budgets, lead teams, change management, and seek buy-in and compliance.
• Explore alternatives, consult stakeholders, and adhere to policies and legislative requirements.

2. Business Process Improvements:

• Provide strategic guidance and support to business units in assessing and improving their records management.
• Working with the Corporate Records & Information Coordinator, oversee the development and documentation of corporate and department-specific policies and procedures related to the EDRMS and other information management tools.
• Build business area capacity and awareness, review progress, monitor compliance, and recommend areas for improvement.
• Stay current on relevant legislation, regulations, and industry best practices related to records and information.

3. Systems Compliance and Maintenance:

• Regularly monitor and audit records management systems to ensure accuracy, integrity, and security, as well as identify areas for improvement.
• Assist in the development of disaster recovery and business continuity plans related to records management.
• Ensure the protection of sensitive and confidential information through access controls, encryption, and other security measures while also ensuring that authorized users can access required information.

4. Reporting and Analysis:

• Conduct analysis and evaluation of the effectiveness of the EDRMS to inform future improvements and development.
• Perform system audits and recommend operational or governance changes.
• Monitor and report on EDRMS performance measures.

5. Manage Budget:

• Capital budget: $500,000
• Responsibility: Contributory
• Who has final spending authority: Chief Technology Officer

Credentials - Union

Knowledge - Non Union

Bachelor degree in Information Science, Information Technology, Library Sciences, or equivalent. A minimum of 5 years of experience in electronic records management. High degree of competency in Microsoft applications; familiarity with relevant legislation, including the Freedom of Information and Protection of Privacy Act. Professional designation as an Information Governance Professional (IGP) is an asset.

Skills & Abilities - Non Union

Ability to analyze and document complex business processes and recommend improvements; report preparation and presentation delivery skills; planning, organizational, and time management skills; ability to lead teams and influence stakeholders; project management skills.

Competencies

Posting Text

Physical Demands

Lifting up to approximately 25 pounds.

Sitting at desk and computer for long periods of time.

Special Instructions to Applicant

Additional Hiring Information

The annual salary for this position ranges from $94,700 to $110,000, depending on qualifications and experience. Most candidates can expect to start in the lower to mid-range of this scale, with opportunities for salary growth based on performance and tenure. We offer progressive employment practices and a great work environment. This is an exempt position that offers a competitive salary, employer-paid comprehensive benefits package, an earned day off program, paid vacation and one of Canada's top pension plans.

The City of Kelowna is committed to being an organization that values and reflects its community's diverse population, and to fostering an equitable, inclusive and progressive work environment where everyone can be their authentic self and feels a sense of belonging.

Pay Rate

$94,700- $110,000 annually

Posting Date

11/13/2025

Closing Date

11/26/2025

Days of Work

Monday to Friday

Standard Hours per Day

7

Hours of Work

8am to 4pm

Work Location

CITY HALL

Specify Work Location

Clerk's Department located in City Hall

Required Documents

• Resume

• Cover Letter

Optional Documents

• References

• Other Document 1

• Other Document 2

• Other Document 3