Records and Licensing Coordinator
Municipality of North Grenville
POSTING #: CAO-2025-004
North Grenville is a growing municipality located in eastern Ontario housing a unique blend of small town and rural culture. Comprised of an urban centre (Kemptville) and surrounded by several charming rural hamlets, North Grenville is situated between Canada’s National Capital – Ottawa and the St. Lawrence River, only a 30-minute drive along the Veterans Memorial Highway (416), to either destination. Alternatively, for a more leisure journey, North Grenville offers the historic Rideau River managed by Parks Canada.
Application:
The Municipality of North Grenville is seeking to fill the full-time position of Records and Licensing Coordinator. Interested applicants may submit a cover letter and resume outlining qualifications in confidence to Human Resources by 4 PM, August 5th, 2025.
Please quote “CAO-2025-004”.
Email:
Mail: Municipality of North Grenville
285 County Road 44, P.O. Box 130
Kemptville, ON K0G 1J0
Responsibilities:
Under the direction of Municipal Clerk, the Records and Licensing Coordinator is responsible for implementing activities related to the development, enhancement, and maintenance of a corporate-wide information management program. This role acts as a records assistant, providing support and continuity in the Clerk’s Department. The successful candidate will be responsible for the processing of freedom of information requests in accordance with applicable legislation and supports and promotes open government initiatives, as well as provides expertise on privacy matters. This position also acts as a Deputy Returning Officer during municipal elections.
Qualifications:
Post-secondary college diploma (records administration, public or business administration).
• Minimum 1-3 years related experience in municipal government, in a related field
• AMCTO Municipal Administration Program or willingness to obtain
• Experience in professional research, and records management practices is an asset
• Knowledge of many aspects of Provincial legislation including the Municipal Act, 2001, Marriage Act, Funeral, Burial and Cremation Services Act, 2002, Municipal Freedom of Information and Protection of Privacy Act, the Municipal Act, 2001 and AGCO legislation and regulations
• Must be detail-oriented and be accurate with large amounts of data
• Proficiency in MS Office (Word, Excel, Outlook and PowerPoint), TOMRMS file management and knowledge of records and information systems, including document management
• Experienced with records and information management software systems and database applications
Responsibilities:
Records and Information Management
• In consultation with the Clerk, assists in the implementation and maintenance of the Corporate Records and Information Management Program and associated policies and procedures
• Assists with the daily operations, training, and future development of the program for both paper and electronic records.
• Analyzes the current records practices utilized in each Department to understand the operational value of the information being collected/retained and benchmark against industry best practices to recommend process improvements
• Ensures compliance with legislative requirements for record creation, storage, retention and disposal.
• Assists with the creation, maintenance and implementation of the Municipality’s classification scheme (TOMRMS) and maintain an orderly and efficient repository of electronic and paper records
• Assists in developing training materials and programs on records management systems and procedures.
• Provides user support and administers records management software.
• Monitors and organize content in the Municipality’s information management software to promote best practices to users
• Assists in the retrieval and disposal of Municipal records
Legislative and Licensing
• Acts as Commissioner of Oaths and Statutory Declarations
• Issues marriage licences
• Issues lottery licences
• Handles the administration of the Kemptville Public Cemetery, including sale of plots, monument installation, internments, cemetery fee research, and annual reporting to the Bereavement Authority of Ontario
• Processes Wildlife Damage Compensation Program applications through OMAFRA
• Maintains death registry vital statistics records
• Co-ordinates materials for posting to the Municipal website
MFIPPA
• Processes information requests in line with legislation and corporate policies.
• Provides access and privacy guidance and training of staff as required
• Assists with annual reporting to the Information and Privacy Commission of Ontario.
• Researches and keeps current with municipal, other government and Privacy Commission information in the areas of information access and privacy management
Deputy Returning Officer
• Acts as a Deputy Returning Officer in local elections
Other duties as assigned
Working Conditions
• Work is conducted in an office environment, ability to sit or stand, often in front of a computer monitor, for long periods of time
• Ability to lift and move objects of under 50 pounds
• Attend meetings, and training as required
• Some travel involved outside of the Municipality for meetings, conferences, and training as required
Compensation:
• The salary range for this position is $52,998.00 to $66,230.00 annually.
• Based on a 35-hour work week. Regular office hours are Monday to Friday 8:30 am to 4:30 pm
The preferred candidate must be willing to provide the Municipality with a criminal background check prior to any employment offer.
We thank all those who apply; however, only those applicants selected for an interview will be contacted.
The Municipality of North Grenville is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act (AODA) and any other applicable legislation throughout all stages of the recruitment and selection process
