Records and Legislative Coordinator

Town of Tillsonburg; Tillsonburg; On-site; CAD 89,515,000 - 104,731,000; Full time

Benefits offered by this job

Group benefits

OMERS pension

Health club membership

Job summary

The Town of Tillsonburg seeks a Records and Legislative Coordinator to implement policies for managing the Corporation’s official records, support the Records Management program, and assist all corporate departments.

The role requires a two-year post-secondary diploma with municipal records experience, by-law administration, and strong organizational skills. Benefits include group coverage and a defined OMERS pension plan.

Qualifications

• Two-year post-secondary diploma in a related field.
• Archival Selection Training; Certified Records Manager Diploma, Municipal Administration Diploma or Municipal Law Certificate considered an asset.
• Two years’ experience in a municipal or related setting.
• Two years of direct records management experience.
• Working knowledge of Municipal Act, MFIPPA, Vital Statistics Act and Municipal Elections Act.
• Excellent negotiation, facilitation and interpersonal skills.
• Excellent organizational, analytical, and time management abilities.
• Excellent customer service and communication skills.
• Proficiency with electronic agenda/records/election management applications.

Responsibilities

• Implements policies and procedures for the management of the corporation’s official records.
• Maintains the Records Management System in paper and electronic formats.
• Administers the Records Management By-Law and retention/disposal policies.
• Performs audits to ensure policy compliance.
• Serve as committee secretary; Prepare agendas, take minutes and support follow-up actions.
• Maintains the corporate classification system and records inventory; assigns retention dates.
• Manages inactive/archival records and records retrieval for Town departments.
• Supports Records Management Software training and reference materials.

Skills

Records management

Municipal governance

Audits

By-Law administration

Classification systems

Agenda preparation

Record retrieval

Training support

Education

Post-secondary diploma

Archival training

Municipal administration certificate

Municipal law certificate

Job description

The Town of Tillsonburg is looking for a Records and Legislative Coordinator who would be responsible for implementing policies and procedures related to the management of the Corporation’s records. This position is responsible for supporting the Records Management program and providing assistance to all corporate departments.

This is a permanent full-time position with an excellent benefits package including immediate group benefits coverage, OMERS defined pension plan and free Employee Health Club Membership at the Tillsonburg Community Centre.

Department : Office of the Chief Administrative Officer
Division : Clerks
Reports To : Deputy Clerk
Hourly rate : $31.24- $36.55/hour
Weekly hours : 40
Vacancy : 1 (existing)

Criminal Record Check is required for this position.
Interested candidates please apply prior to the end of day on Tuesday, September 8, 2026.

Responsibilities

• Under the direction of the Deputy Clerk implements policies, procedures, guidelines, programs and practices related to the management of the corporation’s official records Implementation and maintenance of the Records Management System, in paper and electronic formats, providing assistance to all service areas.
• Administers the Records Management By-Law ensuring that service areas adhere to the policies and procedures associated with the retention and disposal of records.
• Conducts audits to assess compliance with records management policies, procedures and practices.
• Reviews and makes recommendations for amendments and updates to the By-Law.
• Under the direction of the Deputy Clerk, act as committee secretary for certain advisory committees; to prepare agendas, take minutes, provide support for any follow up action as required.
• Implements and maintains the corporate classification system for all Town records, conducts and maintains an inventory of municipal records; identifies and classifies all file subjects. Assigns retention dates and disposition to new records.
• Maintains the Corporation’s inactive and archival records within the Records vault; provides records retrieval services for all Town departments; manages the physical transfer of records to and from Town buildings.
• Support for Records Management Software training and assistance in the design of reference materials for training purposes.
• Provide support for end users of Records Management Software upon request. Provides general administrative support to Clerk’s office, as required, to ensure deadlines and objectives are achieved, including provision of ongoing support to one or more Council committees.
• Performs other duties as may be assigned in accordance with corporate objectives.
• Aware of safe work practices relating to job responsibilities and have basic understanding of the Occupational Health & Safety Act as it relates to the work environment.
• Adheres to all policies and procedures for the Town.

Qualifications

• Two (2) year post-secondary diploma in a related field.
• Archival Selection Training; Certified Records Manager Diploma, Municipal Administration Diploma or Municipal Law Certificate considered an asset.
• Two (2) years’ experience in a municipal or related setting.
• Two (2) years of direct records management experience.
• Working knowledge of municipal legislation/regulations including Municipal Act, Municipal Freedom of Information and Protection of Privacy Act, Vital Statistics Act and Municipal Elections Act.
• Excellent negotiation, facilitation and interpersonal skills in order to achieve collaboration, support and cooperation on projects and assignments.
• Excellent organizational, analytical, and time management capabilities in order to plan out and meet (internal) project timelines and legislated deadlines.
• Excellent customer service and communication skills in order to interact effectively, tactfully and courteously with the public, vendors and all levels of staff.
• Demonstrated proficiency with electronic applications for agenda management, records management and election management.

About the recruitment process

The Town of Tillsonburg uses Jazz HR recruitment software to streamline the collection and communication of resumes and applications.

All new Town of Tillsonburg employees are required to complete a police record check.

The Town will accommodate any individual needs you have throughout the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act, 2005. Please contact us if you require any accommodations.

The Town of Tillsonburg is an equal opportunity employer and all information collected will be used in accordance with the Municipal Freedom of Information and Protection of Privacy Act for the purpose of job selection.

We thank all those who apply for positions, but only applicants invited for an interview will be contacted.