Information Management Specialist

Halton Region is committed to fostering a diverse, inclusive, and equitable workplace that reflects the communities we serve. We value, welcome and respect the unique perspectives and contributions of all individuals. We encourage applications from Indigenous Peoples (First Nation, Métis, Inuit), Black and racialized persons, persons with disabilities, women, and members of the 2SLGBTQ+ community. Accommodations are available at any point upon request for candidates participating in the selection process.You make a positive difference in people's lives because you provide high quality customer centered services. You operate within a highly ethical environment and will be accountable for going the extra mile, listening to your customers, creatively meeting needs and always being respectful to those you serve. As a result, you will be part of a qualified and strategic team recognized widely for caring, excellence, integrity, inclusiveness and flexibility.As an employer of choice, Halton Region recognizes the many benefits of hybrid work arrangements, including flexibility and improved work-life balance for our employees. This position is eligible for the Hybrid Work Program, with a minimum requirement of three (3) days per week onsite.Posting ID:4818Department:Social & Community ServicesDivision:Services For Seniors and Children's ServicesVacancies:2Pay Range:$87,515 - $109,410Job Type:Contract > 1 YearContract Duration:up to 1 yearHours of Work:35 hours per weekWork Location:Halton Regional Centre Bronte Road, OakvilleEmployee Group:OCTVacancy Status:This posting is for an existing vacancy.Posting Date:January 16, 2026Application Deadline:January 22, 2026Please be advised that the results of this competition may be used to fill subsequent vacancies of the same position within the next 18 months.If this position becomes eligible to be filled permanently, the successful candidate from this competition may be appointed to the role.If you're enthusiastic about the opportunity to work with Halton Region but don't meet every qualification listed, we still encourage you to apply This position may be eligible for an underfill opportunity for candidates who do not meet every qualification. We're always on the lookout for exceptional talent to join our teamJob SummaryThe Information Management (IM) Specialist will support the implementation of a corporate Information Architecture (IA) and Information Management strategy. This 12-month contract role will focus on configuring and optimizing Microsoft 365 tools, particularly SharePoint and Teams, to support improved information governance, collaboration, and digital service delivery.The IM Specialist will work closely with divisional teams and corporate partners to develop and implement policies, procedures, and business process documentation that align with legislative requirements and organizational best practices. This role will also support change management, training, and stakeholder engagement to ensure successful adoption of new IM practices.Duties & ResponsibilitiesInformation Architecture & GovernanceImplement the corporate Information Architecture strategy within the divisional context, ensuring alignment with organizational standards and compliance requirements (e.g., MFIPPA, PHIPA).Develop and maintain divisional IM policies, standard operating procedures (SOPs), and guidelines to support consistent and compliant information practices.Design and implement metadata models, taxonomy, and site structures in SharePoint Online to improve findability, usability, and lifecycle management of information.Create scalable, sustainable content organization models that support long-term usability and aligns with the Information Management Strategy guidelines.Technology Implementation & OptimizationDesign structured metadata frameworks for SharePoint libraries to enhance data organization and management.Leverage Microsoft 365 tools (e.g., Power Automate, Lists, Forms) to streamline workflows and automate routine processes.Work closely with D&IS, privacy, legal, and program teams to ensure seamless integration of Information Management practices in the Children Services division or the Services for Seniors division.Provide strategic guidance on integrating information systems with current technologies, while proactively identifying opportunities for future enhancements and innovation.Additional ResponsibilitiesBusiness Process Mapping & DocumentationWork with divisional teams to document and map key business processes, identifying opportunities for improvement and alignment with IM best practices.Translate business needs into structured documentation that supports training, onboarding, and operational consistency.Change Management & TrainingLead stakeholder engagement activities to promote awareness and adoption of IM practices.Develop and deliver training materials and sessions tailored to various user groups within the division.Support the creation of a community of practice to foster shared learning and continuous improvement.Skills & QualificationsDegree or diploma in Information Management, Library Sciences, Public Administration, or a related field.Minimum three (3) to five (5) years of experience in information management, records management, or digital collaboration environments.Hands-on experience configuring and managing SharePoint Online (modern experience) and Microsoft 365 tools.Knowledge of relevant legislation and standards (e.g., MFIPPA, PHIPA, records retention schedules).Strong communication and facilitation skills, with experience engaging diverse stakeholders.Demonstrated ability to lead change initiatives and deliver training in a hybrid work environment.Experience in the public sector or a regulated environment is an asset.PreferredAIIM Certified Information Professional (CIP).Microsoft 365 Certified: Teams Administrator Associate or SharePoint Associate.PROSCI Change Management Certification.Experience with business process mapping tools (e.g., Visio) or methodologies (e.g., Lean, BPMN).Microsoft 365 Certification: Fundamentals.Working/ Employment ConditionsWorking ConditionsTravel within Halton Region is required. Incumbent must supply own transportation.Employment ConditionsThe successful candidate will be made an offer of employment on condition that the Regional Municipality of Halton receives a current (obtained within six (6) months of start date), original and acceptable Criminal Records Check.Important Information About Your ApplicationIn accordance with requirements in Ontario Regulation 191/11 – Integrated Accessibility Standards and the Ontario Human Rights Code, Halton Region will accommodate the needs of individuals with disabilities throughout the recruitment process. If you require accommodation at any stage of the recruitment process, please inform the Talent Acquisition representative of the nature of the accommodation(s) you require.Please submit your application online. We will accommodate individual needs for applicants with disabilities and others who are not able to apply online. If you experience any issues with submitting your application, please contact HR Access at extension 7700.Applications will be accepted until 11:59 p.m. on the deadline date specified on the posting.We encourage applications from all qualified individuals; however, only those under consideration will be contacted.Personal information collected through the job application process will only be used for the purpose of determining qualifications for employment.If selected for an interview, you will be contacted by email and/or phone. Please ensure the contact information provided on your resume is up to date and that you check your email and voicemail regularly.Halton Region serves more than 650,000 residents throughout Burlington, Halton Hills, Milton and Oakville. We are committed to delivering high quality programs and services that make Halton a great place to live and work. We engage great people who contribute to meaningful work that makes a positive difference in our community. At Halton, you are encouraged to grow and succeed in your career and are recognized for your accomplishments and contributions. As an employee, you will be part of a progressive, service focused and award winning employer with a diverse and inclusive work environment.