Municipality of North Grenville
POSTING #: CS-2026-002
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.
Application:
The Municipality of North Grenville is seeking to fill the full-time position of Records and Information Management Coordinator.
Interested applicants may submit a cover letter and resume outlining qualifications in confidence to Human Resources by 4 PM, Friday March 20th, 2026.
Please quote “CS-2026-002”.
Email:
Responsibilities:
Under the direction of Municipal Clerk, the Records and Information Management Coordinator is responsible for implementing activities related to the development, enhancement, and maintenance of a corporate-wide information management program for all electronic and paper records. This position also provides records and information management consultation, education/training, advice, and guidance to Municipal staff regarding records management policies, practices, and procedures.
The Records and Information Management Coordinator is also responsible for coordinating Freedom of Information requests (FOI) in compliance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) as well as other aspects concerning access and privacy. Other duties include general administrative tasks and providing support to the Clerk for election matters.
Records and Information Management (70%)
- In consultation with the Deputy Clerk and Municipal Clerk, leads the design, development, implementation, and continuous improvement of the corporate-wide Records and Information Management Program; Corporate Records Repository, Electronic Documents Records Management (filehold) software and paper records.
- Provide advice and consultation, training, and education to staff about the corporate-wide information management program, accessibility, and AODA compliance.
- Perform analysis of records being created, used, maintained, and stored in each department, and ensure the Records Retention Schedule is updated accordingly.
- In consultation with the Deputy Clerk and Municipal Clerk, develop and implement records classification structure (TOMRMS) and file naming conventions for records, and maintain an orderly and efficient repository for electronic and paper records.
- Assist with the development of training materials, manuals, presentations, and programs for employees on records management systems, procedures, and processes as well as access and privacy.
- Process departmental requests to retrieve, distribute, and return records as well as coordinate record transfers to or from inactive storage and authorized destruction of official records.
- Oversee the accuracy and integrity of records and metadata for paper and electronic records according to established policies and procedures.
- Plan and coordinate the development and implementation of a vital records plan to ensure essential records are appropriately protected and accessible; and support the Municipality’s business recovery plan.
Information and Privacy (20%)
- Processes requests for information in accordance with applicable legislation and corporate policies
- Provides access and privacy guidance and training of staff as required.
- Researches and keeps current with municipal and other government best practices and Information and Privacy Commission information in the areas of information access and privacy management.
- Coordinate and process formal Freedom of Information requests in accordance with the Municipal Freedom of Information and Protection of Privacy Act.
- Assist the Municipal Clerk with the implementation of an access and privacy program including the development and implementation of privacy impact assessment and privacy breach investigation processes and staff training.
- Under the direction of the Municipal Clerk, research and prepare material for the Information and Privacy Commissioner of Ontario (IPC) annual report as well as any IPC appeals.
Other Duties (10%)
- Participate in all aspects of preparation and support for the municipal elections under the direction of the Municipal Clerk.
- Acts as a Commissioner of Oaths as authorized by statute including the commissioning documents.
- Attends Council meetings as required to support the Municipal Clerk or Deputy Clerk.
- Performs other duties as required.
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.
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
- 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
This posting is to fill a current vacancy.
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.
