Enterprise Content Management Information Specialist- Temporary up to 24 Months

Town of Whitby; Whitby; Hybrid; CAD 102,000 - 117,000; Full time

Job summary

A municipal government in Durham Region is seeking an Information Management professional to implement and support their Enterprise Content Management system, focusing on Microsoft 365 and SharePoint Online. The role involves collaborating with various departments, ensuring compliance, and providing training. The ideal candidate will possess a degree in a relevant field, have experience with records governance, and be detail-oriented. This hybrid role offers a salary range of $102,517 to $116,496, with a commitment to inclusion and diversity.

Qualifications

• Minimum of 2 years experience in enterprise content management or records governance.
• Experience managing SharePoint 365 environments.
• Project Management certification (PMP) is an asset.

Responsibilities

• Support the rollout and configuration of SharePoint Online.
• Build strong relationships to articulate content management needs.
• Review content to identify redundant materials for appropriate disposition.

Skills

Detail-oriented

Analytical skills

Strong communication

Problem-solving

Collaboration

Education

Bachelor’s degree in Information Management or related field

Tools

Microsoft 365

SharePoint Online

Records Management software

Job description

Our team is highly skilled, passionate about our community, and we care. Let’s grow together.

Who We Are

In Whitby, we are dedicated to our work, our community, and each other. We work hard, we have fun, and we celebrate our successes.

The Town of Whitby is a community in transformation that is located in the heart of Durham Region in the eastern Greater Toronto Area. Whitby is the second-largest municipality in the region and one of the fastest-growing communities in Canada. Located on Lake Ontario and only an hour east of Toronto, the population of Whitby is expected to grow from 140,000 to more than 200,000 by 2031. Whitby’s Official Plan has been updated to establish new directions for Whitby’s planned growth and development; the protection of our natural and built environments; urban design intensification; sustainability; community improvement; and, new employment within this time frame.

The Town of Whitby combines a small town atmosphere with the sophistication and amenities of a larger urban centre. Whitby boasts two beautiful heritage downtowns, one of the finest recreational harbours with an award-winning marina, year round sports and recreation activities, parks, trails, and a robust arts and culture scene, all of which are part of the extraordinary amenities that Whitby residents enjoy every day.

Whitby has an exciting and aspiring future, with a community that is welcoming, growing and transforming. On our team, you can expect to make a difference through your work and have a direct impact on shaping our growing community. Creating an inclusive environment where employees experience job satisfaction and have rewarding careers is important to us. We live our values and foster a culture of collaboration, accountability, respect and engagement where people enjoy coming to work.

The Town of Whitby is a hybrid organization. This means staff are empowered to do their best work from various locations, as appropriate for the position.

We want to be the preferred employer for the most talented people who care about the Town of Whitby, and are excited and proud to serve our vibrant community.

Let’s grow together.

What You Will Get To Do

In this role, you will play a key part in implementing, configuring, and supporting the Town’s new Enterprise Content Management (ECM) environment, including Microsoft 365, SharePoint Online, and Microsoft Purview. This multi-year, phased, joint project with the Office of the Town Clerk and Technology and Innovation Services (TIS) will embed records management practices across the organization. You will collaborate with business units, IT staff, and external implementation partners to ensure the ECM system is organized, secure, and compliant with corporate and legislative recordkeeping requirements.

Reporting to the Manager of Records & Privacy, you will:

ECM Implementation & Governance

• Support the rollout and configuration of SharePoint Online and Microsoft Purview in alignment with the Town’s Records Management Program and ECM strategy.
• Ensure system architecture reflects information governance, privacy, and records management requirements and is aligned with corporate standards and legislation.
• Collaborate with an external implementation firm to strategically convert records management and privacy policies into a durable and practical SharePoint information architecture.

Stakeholder Engagement & Change Management

• Build strong relationships with business units and help them articulate their content management needs.
• Lead change management activities by developing communication plans, training sessions, and support resources that promote adoption across the organization.
• Guide teams through shared drive clean-up, classification, and preparation for migration.

Content Migration & Compliance

• Review departmental content to identify redundant, obsolete, or transitory (ROT) materials and recommend appropriate disposition actions.
• Apply governance standards to ensure migrated content is well-organized, searchable, and compliant with retention and privacy requirements.
• Work with implementation partners to execute migration plans while safeguarding records integrity and security labeling.

Training, Documentation & Continuous Improvement

• Develop user-friendly Standard Operating Procedures (SOPs), job aids, quick reference materials, and training resources to support onboarding and long-term system use.
• Maintain project documentation including migration inventories, engagement notes, and process documents.
• Provide post‑rollout support, troubleshoot issues with vendors, and contribute to policy and procedure development.
• Monitor risks related to sensitive information, early adoption, and change impacts; elevate and communicate updates as needed.

Collaboration & Reporting

• Work closely with the Technology and Innovation Services Division to ensure governance requirements are accurately integrated into technical configurations.
• Provide recommendations, progress reports, and documentation to the Manager of Records & Privacy.
• Gather staff feedback to help shape future ECM phases and improvements.

Who You Are

You are a detail-oriented information professional who understands how thoughtful records governance, privacy protection, and user-focused design come together to create intuitive and compliant content management environments. You are energized by helping people work smarter, not harder, whether that means designing a scalable SharePoint structure, clarifying retention rules, or supporting staff through change.

You enjoy collaborating with internal partners, translating business needs into clear system requirements, and ensuring content is secure, well-organized, and easy to find. You are a strong communicator who can explain complex governance concepts in user-friendly ways, and you take pride in helping others adopt new tools and workflows with confidence.

Above all, you’re motivated by designing systems that not only meet today’s needs but anticipate future ones, ensuring long-term success of the Enterprise Content Management (ECM) program.

What You Bring To Our Team

As the successful applicant, you must possess:

• Bachelor’s degree in Information Management, Library Science, Records Management, Business Administration, or a related discipline.
• A minimum of two (2) years of experience in enterprise content management, records governance, or policy administration, including at least one (1) year managing SharePoint 365 environments.
• Project Management certification (PMP) is an asset.
• Advanced knowledge of Microsoft 365 (including SharePoint Online, Teams, and Office Suite).
• Understanding of legislation such as the Municipal Act, MFIPPA, and other privacy and employment-related statutes.
• Strong analytical, research, and problem‑solving abilities with the ability to interpret complex records governance requirements.
• Experience with technical business systems including records management software, meeting management systems, and other Clerk’s Office tools.
• Ability to develop and deliver training to staff across the organization.
• Exceptional attention to detail, organization, and documentation practices.
• Experience leading staff through change, including influencing, coaching, and promoting adoption of new systems.
• Ability to manage timelines, prioritize tasks, and coordinate activities across multiple departments and external vendors.
• Sound judgment and discretion when handling confidential, HR, Council, or sensitive organizational records.

Salary Range/Hourly Rate

$102,517.00 - $116,496.00

Hybrid Information

Frontline Hybrid

Hours

Monday to Friday, 8:30 a.m. to 4:30 p.m., plus additional hours as required.

Closing Date

December 23, 2025

Our commitment to Inclusion, Diversity, Equity, and Antiracism

At the Town of Whitby, we view holistic inclusion as the pathway to achieving healthy relationships, inclusive excellence and fostering a culture where everyone can thrive. We acknowledge our history—the good and the bad, promote social justice and address discrimination and inequities. We strive to create a workplace that encourages you to always bring your authentic self to work.

Equal Employment Opportunity Statement

The Town of Whitby is an Affiant

Applications from women and minority candidates are strongly encouraged. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy‑related conditions, or any other characteristic protected by law.

Accommodation

The Town of Whitby is committed to creating an accessible and inclusive organization. We are committed to providing barrier‑free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code‑protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability‑related accommodation during the application process is available upon request.

We thank all applicants and advise that only those selected for further consideration will be contacted.

Personal information provided is collected under the authority of The Municipal Act, 2001 and the Municipal Freedom of Information and Protection of Privacy Act.