Location: Ottawa, ON – Hybrid
Contract Duration: 1 Year with Possibility of Extension
Working Hours: 7.5 Hours per Day
Anticipated Start Date: August 2026
Security Requirements: Secret Clearance & Controlled Goods Clearance
Job Title: Records Keeping Specialist
Morson Edge is seeking an experienced Records Keeping Specialist to support a leading defence-sector client in Ottawa. This role is responsible for ensuring Information Resources of Business Value (IRBV) are properly organized, maintained, secured, and disposed of in accordance with the Defence Subject Classification and Disposal System (DSCDS) and applicable Library and Archives Canada (LAC) requirements.
The successful candidate will provide information management expertise, records administration support, and guidance on recordkeeping policies and systems within a defence aviation maintenance environment.
Key Responsibilities
- Develop, maintain, and enhance procedures, processes, and instructions related to organizational records management systems.
- Recommend and implement improvements to document storage, retrieval, archiving, and disposal practices.
- Design and support data structures, data conversion strategies, and data migration specifications.
- Collaborate closely with end users and Information Management Officers (IMOs) to maintain and protect information repositories and databases.
- Analyze business and user requirements to identify opportunities for improvements to existing information management systems and processes.
- Provide guidance to users on the effective and efficient use of information and records management systems.
- Review and update file plans, classification structures, information management tools, and recordkeeping practices.
- Implement and maintain information management frameworks in alignment with organizational requirements and the RCAF Master File Plan.
- Catalogue, organize, classify, and manage electronic and physical records in accordance with established standards and policies.
- Ensure the preservation, storage, and accessibility of organizational information assets.
- Identify and manage essential records to support emergency preparedness and business continuity initiatives.
- Advise Information Management Officers and leadership teams on records management and information governance matters.
- Provide training, guidance, and support to managers and employees regarding information management processes, systems, and file plans.
- Coordinate information storage and retention requirements with Information Technology stakeholders.
- Deliver document and records management services across the organization.
- Establish and maintain metadata standards, guidelines, and best practices.
- Monitor, evaluate, and report on compliance with information management standards and policies.
- Identify content management challenges and provide recommendations for continuous improvement.
- Provide expertise in recordkeeping related to capacity building, legacy records management, and electronic records sustainability.
- Support the implementation and adherence to recordkeeping policies, regulations, and legal requirements.
- Draft and maintain Squadron Information Management Administrative Instructions.
Required Qualifications
- Active Secret Security Clearance.
- College diploma or certificate in Engineering, Science, a related technical discipline, or an equivalent combination of education and experience.
- Minimum 5 years of experience supporting weapon system maintainers through an Electronic Record Keeping System (ERKS) in an Information Technology Service Management (ITSM) capacity.
- Minimum 5 years of experience working within a defence aviation maintenance environment.
- Minimum 5 years of experience supporting SAP ERP users, including SAP Roles and Authorization structures.
- Minimum 4 years of recent experience (within the last 5 years) administering and coordinating SAP user account requests using:
- SAP Solution Manager
- SAP Workforce Management
- Minimum 4 years of experience managing user accounts through SAP Solution Manager.
Technical Experience
Candidates must have recent experience (within the last 5 years) working with the following tools and technologies:
- Microsoft Office Suite
- Microsoft SharePoint
- Microsoft Teams
- Microsoft Planner
- Microsoft Access
- Records, Documents and Information Management System (RDIMS) and/or GCdocs
- Adobe Acrobat Reader
- SAP Governance, Risk and Compliance (GRC)
Preferred Candidate Profile
The ideal candidate is highly organized, detail-oriented, and experienced in information governance within a regulated defence environment. They possess strong analytical skills, a solid understanding of records management best practices, and the ability to collaborate effectively with technical teams, stakeholders, and leadership while ensuring compliance with organizational and government standards.
Pay: $35.00-$50.00 per hour
Ability to commute/relocate:
- Ottawa, ON K1G 3Y6: reliably commute or plan to relocate before starting work (required)
Education:
- Bachelor's Degree (required)
Experience:
- Treesize Pro: 2 years (preferred)
- Sharegate: 2 years (preferred)
- Windows Environment 23H2: 2 years (preferred)
Work Location: Hybrid remote in Ottawa, ON K1G 3Y6
