Program Assistant, Information Management

AIIM; Whitby; On-site; CAD 52,000 - 58,000; Full time

Job summary

Region of Durham is seeking a Program Assistant, Information Management (Technician) to provide frontline support for records management across the organization. You will conduct inventories, classify records, and ensure proper retention in alignment with corporate schemes, using RMS/EDRMS and MS 365 tools.

The role requires knowledge of records management practices, metadata handling, and governance, with training responsibilities and the ability to collaborate across departments.

Qualifications

• Post-secondary certificate in Records and Information Management or related discipline.
• Knowledge of records lifecycle, metadata, retention and governance.
• Familiarity with laws and privacy standards (MFIPPA, PHIPA, AODA).
• Experience with RMS/EDRMS and MS 365 tools.

Responsibilities

• Provide IM best-practice guidance and frontline support for records management.
• Lead records inventories, file setup, classification, organization and disposition.
• Support RMS/EDRMS usage across departments and Train staff on tools and processes.
• Develop and maintain IM policies, SOPs, manuals and training materials.
• Analyze IM data and support audits, reporting and continuous improvement.

Skills

Records management

Metadata management

Microsoft 365

Data quality

Documentation

Education

Records and Information Management certificate

Tools

Versatile Enterprise

SharePoint

Collabware

OpenText

MS 365 apps

Job description

Corporate Services Department

Job ID: 24098
Job Number: 774
CUPE Local 1764
Open: Sep 22, 2026
Close: Oct 12, 2026

Diversity, Equity and Inclusion Statement

The Region of Durham is committed to advancing equity, diversity and inclusion within our organization and the communities we serve.
We welcome and encourage applications from people who are Indigenous, racialized persons, women, persons with disabilities, members of LGBTQ2S+ communities, and others who may contribute to the further diversification of our workforce, including those who experience systemic barriers.
In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code, accommodation will be provided throughout the recruitment process upon request, based on any Code-protected ground.

Location

This position is located at Regional Headquarters, Whitby, Ontario.

Program Assistant, IM (Technician)

Reporting to the Supervisor, Information Management; The incumbent will:

• Provide IM best-practice guidance and frontline support to departments for the management of physical and electronic records across the records lifecycle.
• Lead and support records inventories, file set-up, classification, organization, storage, retrieval, and disposition activities in alignment with the Region's Corporate Classification Scheme and retention requirements.
• Support departments in the use of Records Management Software and Electronic Document/Records Management Systems, including Versatile Enterprise, SharePoint, and related Microsoft 365 tools.
• Enter, update, review, validate, and maintain records data and metadata to support accurate classification, indexing, retrieval, reporting, and compliance.
• Conduct records audits and reviews to identify discrepancies, missing metadata, data quality issues, and opportunities for cleanup, normalization, reconciliation, or process improvement.
• Support business system assessments related to records management capabilities by documenting findings, identifying gaps, and assisting with recommendations.
• Develop, update, and maintain IM policies, procedures, standard operating procedures, job aids, manuals, training materials, e-learning resources, and other user supports.
• Provide training, guidance, and ongoing support to staff, super users, and Information Management Administrators on RMS/EDRMS use and IM best practices.
• Compile, analyze, and maintain IM statistics, reports, trends, and program data to support departmental projects, performance indicators, audits, and decision-making.
• Support IM initiatives and projects, including implementation planning, coordination, communication, customer service, inbox monitoring, and follow-up with business units.
• Liaise with departmental staff, IM Analysts, ECM Technology Specialists, and other corporate IM partners to support compliant, efficient, secure, and accessible records management.
• Attend regular team meetings, participate in work groups and task forces, and engage in related training and continuous professional development.

The successful applicant will possess:

• A post-secondary certificate in Records and Information Management, or a related discipline or equivalent combination of education and related work experience. Experience or training in information management best practices, including records lifecycle management, classification, retention, metadata, data quality, and information governance.
  Knowledge of physical and electronic records management systems, records retention requirements, the Corporate Classification Scheme, and IM policies, procedures, standards, and legislation.
• Knowledge of relevant legislation and standards, including the Municipal Act, Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Personal Health Information Protection Act (PHIPA), Accessibility for Ontarians with Disabilities Act (AODA), and related privacy, security, retention, and access requirements.
• Proficiency using Microsoft 365 tools, including Word, Outlook, Excel, PowerPoint, Visio, Teams, SharePoint, and SharePoint Online.
• Knowledge of Records Management Software and/or Electronic Document Management/Enterprise ContentManagement systems, such as Versatile Enterprise, SharePoint, Collabware, and OpenText.
• Strong data entry, data management, metadata management, reporting, auditing, and quality-control skills.
• Strong analytical, problem-solving, decision‑making, organizational, and time‑management skills, with the ability to prioritize competing tasks and meet deadlines.
• Strong written and verbal communication skills, including the ability to write clear procedures, job aids, user guides, reports, and training materials.
• Training, presentation, and customer‑service skills, with the ability to provide guidance and support to staff with varying levels of IM and technology knowledge.
• Ability to work independently and collaboratively with business units, IM staff, technical specialists, students, project personnel, and other stakeholders.
• Adaptability and technological proficiency, including a willingness to learn new systems, tools, and IM practices.
• Knowledge of accessibility requirements and the ability to support accessible documentation support and training resources.
• Skills in applying inclusive practices in collaboration and service delivery.
• The ability to lift and carry records storage boxes weighing up to 35 lbs.
• A valid Ontario Class 'G' or 'G2' driver's license and access to a reliable vehicle for use on corporate
  business.

CUPE 1764 Salary Grade 4

This position is with Salary Grade 4 and will be paid at the following hourly rates:- Start: $37.86 - Six Month: $39.97 - Job: $42.07

Conditions of Employment

All applicants are expected to comply with the Region of Durham's Code of Ethics and Code of Conduct Policies throughout the recruitment process. Proof of education, qualifications and any other job bona fide requirements will be required prior to start date.