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Manager, Records and Information Services

3 weeks ago

Oakville ON LH H, Canada TOWN OF OAKVILLE Full time

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 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 Information Management, including Electronic Document Management and the Access and Privacy fields of expertise.
  • You have outstanding service delivery, leadership and supervisory abilities. Demonstrated ability to handle matters requiring high levels of diplomacy, sensitivity and confidentiality.

In addition, your experience includes:

  • Demonstrated ability to handle matters requiring high levels of diplomacy, sensitivity and confidentiality.
  • Minimum of 5 years of increasingly responsible professional experience in the development and administration of a comprehensive records management program, including a minimum of 3 years in a leadership role (supervisory or managerial).
  • Related experience in municipal government and policies, procedures and guidelines governing the management of electronic records and corporate document management programs.
  • Excellent communication skills and human relations skills, both written and verbal.
  • Knowledge of and thorough understanding of the Municipal Freedom of Information and Protection of Privacy Act, the Municipal Act, the Marriage Act, Vital Statistics Act, Liquor Licensing Act, Gaming Control Act.
  • Creating improvements through innovative solutions, approaches, products or services.
  • Working collaboratively and relating effectively to others.
  • Embracing change: open to different or new solutions or approaching, and maintaining a positive and constructive attitude in the face of change, setbacks or stressful situations.
  • Demonstrating values and ethics in personal behavior in keeping with corporate values; is widely trusted; keeping confidences, admitting mistakes and representing self truthfully.
  • Dealing proactively with interpersonal or personal matters that could affect Town performance.
  • Developing effective networks by seeking out opportunities for collaboration and strategic alliances.

Core Knowledge Required for Success:

You are an experienced professional with a comprehensive knowledge of:

  • Current and future policies, practices, trends, technology and information relevant to records management, document management, Municipal Freedom of Information and Clerk's public services.
  • Legislation, regulations and directives as these apply to records management, document management, Municipal Freedom of Information and Clerk's public services
  • Proficient technical knowledge of computer software programs and applications such as SharePoint, EAMS, Amanda, Microsoft Office, Outlook, Word, Excel, PowerPoint

In addition, your experience demonstrates the following Managerial leadership competencies:

  • Strategic Thinking – innovating through analysis and ideas
  • Engagement – mobilizing people, organizations, partners
  • Management excellence – delivering results through action management, people management and financial and asset management
  • Accountability and Respect – serving with integrity and respect

Click Competency Profile to view the competencies for this Manager level

Corporate Values:

Teamwork, accountability, dedication, honesty, innovation and respect

DATED: January 5, 2026

The Town's recruitment software includes elements of artificial intelligence to assist in the screening and short-listing of qualified candidates.

This job profile reflects the general requirements necessary to perform the principal functions of the job. This does not include all of the work requirements of the job. Applicants are required to demonstrate through their application and in the interview process that their qualifications match those specified. Applicants may also be required to undergo testing.

We thank all applicants and advise that only those selected for an interview will be contacted.