The City of Orillia is hiring an
Administrative Support - Records and Information Management
The City of Orillia is less than 90 minutes from the Greater Toronto Area. Even though growth and progress have been strong in recent years, the Sunshine City has worked hard to retain the small-town charm that has captivated generations. The quality of life is unbeatable in this city surrounded by two lakes, where outdoor pursuits are available in all seasons and are enjoyed by both visitors and residents.
The City of Orillia is currently seeking a highly motivated individual to fill the position of Administrative Support - Records and Information Management.
The City does not use artificial intelligence in the hiring process. All job applications are reviewed personally by the appropriate Department / Division. This position is for an existing vacancy.
Reporting to the Assistant Clerk / Committee Coordinator / Records Manager, the Administrative Support is responsible for coordinating the activities of the City of Orillia Records and Information Management Program and serves as a member of the Customer Service Team by providing front-line customer service as an ambassador of the City of Orillia.
Candidates must possess a post-secondary diploma in a related field i.e., Office / Business / Legal Administration, Records Management, Library or Information Sciences.
The City of Orillia offers a competitive wage, comprehensive benefits package, and registration with the OMERS pension plan. The hourly wage for this position is $27.49 to $29.06 based on a 35-hour work week, pursuant to the wage schedule for IBEW - Clerical and Technical Bargaining Unit employees.
Interested candidates with the required qualifications are welcome to submit their resume and letter of interest by June 15, 2026 at Noon.
Applications will only be accepted by applying online. Please click the “Apply Now” button below.
We thank all applicants, however, only those selected for an interview will be contacted.
Note: The City of Orillia is committed to an inclusive, barrier-free environment. Accommodation will be provided in all steps of the hiring process. Please advise the City of Orillia Human Resources Department if you require any accommodations to ensure you can participate fully and equally during the recruitment and selection process. We thank all applicants that apply and advise that only those to be interviewed will be contacted. In accordance with the Municipal Freedom of Information and Protection of Privacy Act, personal information is collected under the authority of the Municipal Act 2001,S.O. 2001, c. 25., and will be used for the purpose of candidate selection. Questions about this collection should be directed to the Freedom of Information Coordinator, City of Orillia, 50 Andrew St. S., Orillia ON L3V 7T5.
Administrative Support - Records and Information Management
Position Synopsis and Purpose
The Administrative Support - Records and Information Management position is responsible for developing a clear process to meet the needs, objectives, and system requirements for the corporate Records and Information Management (RIM) Program and electronic document records management system (EDRMS).
The position plays a key role in representing the organization’s image and values, delivering excellent customer service, and supporting internal teams through clerical tasks.
Major Responsibilities
Administration
- Manage and maintain the EDRMS database and the SharePoint Global Information Architecture in collaboration with assigned Modernization Division staff and oversee the inactive file storage facilities in accordance with Records and Information Management Policy 1.11.2.1 and the RIM Program.
- Research and recommend updates to The Ontario Municipal Records Management System (TOMRMS) Classification and Retention schedule annually in consultation with the City’s Operational Leadership Team in their role as the City’s Records and Information Management Governance Group (RIMGG) and assigned divisional RIM Stewards.
- Collaborate with members of the Modernization Division to:
- Develop, implement, and test SharePoint as the EDRMS.
- Support the development of database improvements.
- Assist in the development of data processes, information monitoring, auditing, and reporting practices.
- Assist in the development of systems to monitor and report on data loss prevention, permissions, security and retention label policies on Microsoft Purview, as designed to protect sensitive information across all information systems.
- Conduct regular audits of corporate information systems, repositories, and collaboration spaces to ensure information compliance, integrity, and quality.
- Create departmental / divisional change sustainment plans to support end users.
- Assist in developing solutions for digitizing and organizing legacy records, including file structure design, naming conventions, and retention application.
- Facilitate quarterly meetings of the RIM Stewards, including the preparation of agendas and minutes.
- Create, monitor and improve artificial intelligence driven workflows for document indexing, retrieval, and archival storage.
- Collaborate with the Modernization Division staff and other city departments to streamline document processes and support digital transformation initiatives.
- Troubleshoot issues within the EDRMS (SharePoint - Town Square) by identifying root causes, testing solutions, and escalating technical problems when necessary.
- Create and convert documents into accessible formats to ensure compliance with Accessibility for Ontarians with Disabilities Act (AODA) standards.
- Assist the staff delegated as Head under section 3 of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) by conducting record searches, including, locating, sorting, severing, redacting, and preparing records for disclosure.
- Serve as back-up at the Customer Service Counter, including acting as a Deputy Division Registrar for issuing marriage licences and burial permits while maintaining confidentiality.
- Contribute as a member of the Customer Service Team by providing front-line customer service as an ambassador of the City of Orillia. Customer Service responsibilities include but are not limited to:
- Answering and directing calls, faxes and emails in a timely and professional manner;
- Processing payments;
- Responding to general inquiries;
- Greeting visitors and couriers;
- Recording all service requests received from residents; and
- Working collaboratively with other departments to resolve customer concerns.
- Prepare and maintain high quality procedures and documentation for inclusion in the RIM Program Manual.
- Other duties as assigned in accordance with Corporate Objectives.
Policies/Programs/Service Delivery
- Prepare and distribute Disposition Reports for departments and divisions, and upon receiving all required approvals, conduct the final disposal of electronic records from SharePoint and the SIRE site in SharePoint using the Purview Disposition Module.
- Train City staff in accordance with City Policy 1.11.2.1. - Records and Information Management Governance.
- Develop, update, and deliver training programs on records and information management policies, procedures, and best practices to ensure staff can incorporate RIM requirements as part of their regular routine.
- Complete Council meeting follow-up by scanning and certifying signed By-laws and Agreements, as required.
- Storage and maintenance of Council agendas, minutes, reports, by-laws, deed, agreement records along with their related indexes.
- Maintain and update the Policy Manual following Council meetings and coordinate the annual housekeeping review and related updates.
Financial Management
- Customer Service back-up and front-line cashier duties including processing miscellaneous. payments i.e., marriage licences, parking tickets, transit passes, garbage tags, dog licences, etc.
- Handle miscellaneous inquiries by phone or in-person regarding various payments.
Process invoices for supply purchases.
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- Note: All activities are expected to be performed in a safe manner, in accordance with the Occupational Health and Safety Act and its Regulations, along with Corporate Safety policies, procedures and programs. In addition, all necessary personal protective equipment must be used and maintained in good condition.
Minimum Qualifications
Education (degree/diploma/certifications)
- Post-secondary education in a related field i.e., Office / Business / Legal Administration, Records Management, Library or Information Sciences.
- Advanced computer skills using MS 365 Office Suite (PowerPoint, Excel, Power Apps, Word, SharePoint, Teams).
Microsoft 365 Certified: Information Protection and Governance Administrator Associate (SC-400), Microsoft 365 Certified: Administrator Expert (MS-102), Microsoft Certified: Power Platform App Maker Associate (PL-100), and a Certified Records Manager (CRM).
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Experience
- Municipal experience is considered an asset.
Knowledge/Skills/Ability
- Excellent judgement, organizational, verbal, and written communication skills.
- Strong problem-solving skills, resourcefulness, and the ability to resolve conflicts effectively while maintaining professionalism and excellent customer service.
- Certified Records Analyst (CRA) or Certified Information Professional (CIP) Certification is considered an asset.
- Working knowledge of The Ontario Municipal Records Management System (TOMRMS), including the ability to provide training to staff.
- Working knowledge of records management legislation and standards, including the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
- Experience with data governance and records management policies in Microsoft SharePoint and Purview considered an asset.
- Ability to effectively handle stressful situations.
- Excellent organizational, judgment, initiative, communication and interpersonal skills, as well as the ability to work in a team environment.
- Ability to deal effectively and courteously with the public, staff and external agencies.
Physical Demands
- Sitting, standing, or walking. Work is conducted in a standard office environment with continual visual concentration required.
- Ability to move records storage boxes weighing up to 20 kg. from heights up to four meters using a rolling safety ladder when necessary.
Position Requirements
- Valid Class ‘G’ Ontario Driver’s License and access to a reliable vehicle.
- A current and acceptable Criminal Record Check is required prior to the commencement date.
Position Classification
Position Title: Administrative Support - Records and Information Management
Division: Council Services
Department: Corporate Services
Classification: IBEW - Clerical and Technical Bargaining Unit
Work Location: Orillia City Centre
Reports to (Direct): Assistant Clerk / Committee Coordinator / Records Manager
Position(s) Supervised Directly: N/A
Position(s) Supervised Indirectly: N/A
Salary Range: Class 6 - IBEW - Clerical and Technical Wage Schedule
Organizational Chart
Below is the reporting relationship of this position to others within the immediate department.
