Records Analyst (Temporary Full-Time)

Institute of Public Administration of Canada; Whitby; On-site; CAD 62,000 - 69,000; Full time

Job summary

Regional Municipality of Durham in Whitby, ON, seeks a Records Analyst to manage information management projects, assess retention, develop policies, and deliver training on IM best practices across departments.

The role requires a diploma in Records and Information Management or related credentials, experience with MS Office and SharePoint, and knowledge of MFIPPA/PHIPA and ISO 15489 standards; ability to work independently or with a team.

Qualifications

• Diploma in Records and Information Management or equivalent.
• Progressive and related experience in records and information management.
• Experience with MS Office applications and records management software including SharePoint.
• Experience with electronic document management/records management/content management software.
• Demonstrated experience in project management and familiarity with project management methodologies.
• Knowledge of information analysis and research methodologies.
• Knowledge of MFIPPA and PHIPA and related standards.
• Familiarity with training methodologies.
• Negotiation and consultative skills.
• Excellent interpersonal and communication skills.
• Analytical and problem-solving skills.
• Attention to detail.
• Ability to work independently and in a team.
• Valid Ontario Class 'G' driver's license and vehicle to use on corporate business.

Responsibilities

• Manage comprehensive departmental information management projects while ensuring compliance with the Corporate Classification Scheme and the Region's Records and Information Management Policy
• Conduct research and assess records for their legal, administrative, operational and archival value to determine record retention periods
• Develop, review and maintain IM departmental policies and procedures
• Perform procedural analysis (workflow) within IM departmental projects
• Prepare project plans, including statistical and status reports on the progress of project initiatives
• Provide consulting services to departments in implementing and maintaining IM initiatives
• Develop IM best practice guidance and recommendations to implement within the organization
• Research, develop and coordinate security and recovery initiatives to ensure information is protected and accessible
• Create and maintain IM manuals and communication material
• Create, revise and deliver training programs on IM best practices and records and information management software
• Manage relationships with employees across all departments and levels within the organization to support the implementation of IM best practices
• Assist the IM Supervisor and IM Manager with strategic planning initiatives

Skills

MS Office

SharePoint

Information mgmt

Project mgmt

Analytical

Attention to detail

Negotiation and consultation

Communication skills

Independence

Education

Diploma in Records and Information Management

Library Information Technician

Equivalent education/experience

Tools

MS Office Suite

Records management software

Content management software

Job description

Regional Municipality of Durham, Whitby, ON

• Closing Date: September 25, 2026
• Location: Whitby, ON
• Job ID:24322
• Salary Range: Start: $45.00/hr - Six Month: $47.50 - Job: $50.00/hr

Job Description

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.

Number of Available positions: Vacancies: One (01). This position may last for up to 12 months. Located at the Regional Headquarters, Whitby, Ontario.

Records Analyst

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

• Manage comprehensive departmental information management (IM) projects while ensuring compliance with the Corporate Classification Scheme and the Region's Records and Information Management Policy
• Conduct research and assess records for their legal, administrative, operational and archival value to determine record retention periods
• Develop, review and maintain IM departmental policies and procedures
• Perform procedural analysis (workflow) within IM departmental projects
• Prepare project plans, including statistical and status reports on the progress of project initiatives
• Provide consulting services to departments in implementing and maintaining IM initiatives
• Develop IM best practice guidance and recommendations to implement within the organization
• Research, develop and coordinate security and recovery initiatives to ensure information is protected and accessible
• Create and maintain IM manuals and communication material
• Create, revise and deliver training programs on IM best practices and records and information management software
• Manage relationships with employees across all departments and levels within the organization to support the implementation of IM best practices
• Assist the IM Supervisor and IM Manager with strategic planning initiatives

The successful applicant will possess:

• A diploma in Records and Information Management, Library Information Technician or equivalent combination of education and experience
• Progressive and related experience in records and information management
• Experience with and proven knowledge of MS Office applications and records management software including SharePoint
• Experience with electronic document management/records management/content management software
• Demonstrated experience in project management and familiarity with project management methodologies
• Knowledge of and demonstrated ability in information analysis and research methodologies
• Sound knowledge of government guidelines and legislation, in particular MFIPPA and PHIPA, technical, industry and professional records and information management standards, including national and international standards (e.g. ISO 15489)
• Familiarity with training methodologies
• Demonstrated negotiation and consultative skills
• Excellent interpersonal and communication skills
• Proven analytical and problem-solving skills
• Exceptional attention to detail
• Ability to work independently as well as a part of a team
• The ability to lift records storage cartons weighing up to 35lbs
• A Valid Ontario Class 'G' driver's license and vehicle to use on corporate business

CUPE 1764

Salary Grade 6

This position is with Salary Grade 6 and will be paid at the following hourly rates:

• Start: $45.00
• Six Month: $47.50
• Job: $50.00

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.