Information Management and Contract Specialist - Clerk's Department (Permanent Full-Time)

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Grey County Clerk's department hiring a permanent full-time Information Management and Contract Specialist. This posting is for a current vacancy. Candidates are asked to upload their resume and cover letter as one document by the application deadline of November 23, 2026 at 11:59pm.

This position has a hybrid work environment and will be expected to be in the office at least 50% of time, after successful completion of the probation period.

Purpose

This position provides assistance to managers for the contract management and contract administration functions of Grey County. Responsibilities include reviewing and suggesting edits to external agreements and providing input on internal agreement content with the goal of maximizing organizational performance and reducing risk. It will ensure appropriate legal oversight when necessary.

This position is also responsible for leading a comprehensive records and information management program for all County departments in accordance with the Municipal Act, Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and any other relevant legislation. Responsible for the lifecycle management of the corporate records system, both electronic and paper, records classification and continuous improvement of corporate approaches in records systems, applications, and processes. Responsible for supporting access requests made by the public. Coordinate staff training and guidance related to records management and MFIPPA to all staff.

Responsibilities

Corporate Agreements

• Assists in the negotiation and contract execution process.
• Verifies that all contractual clauses are included in the agreement.
• Ensures insurance and WSIB documentation follows the agreement.
• Manage contract closeout procedures.
• Collaborate with Purchasing department staff where agreements compliment the RFP process.
• Maintain contract files and records, prepare status reports.
• Provide ongoing assistance to staff in the administration of contractual agreements.
• Assist with the development of service contracts and manage the renewals of those agreements. Provide guidance in the preparation of contracts, agreements, amendments, and change orders. Meet regularly with departments to review status of agreements, drafting of agreements and agreement templates. Review for plain language, flow, and clarity, and assists staff in finalizing content.
• Reviews, analyzes, and provides recommendations on addressing potential areas of concern within the agreement
• Review agreements to ensure content; achieves intended outcomes.
• Ensure legal entities and certificates of insurance are correct and current and track agreement status through a database; set reminders for staff and external contacts regarding agreement and certificates of insurance expiration.
• Work with Purchasing department staff to maintain Bonfire contract portal.

Freedom of Information / Access Request Response

• Assists the Clerk, in the Clerk’s capacity as the designated “Head” of the County for MFIPPA purposes, with the intake, review and processing of requests for information under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and the Personal Health Information Protection Act (PHIPA).
• Clarifies or scopes requests with the requestor
• Reviews records and redacts information when necessary in accordance with MFIPPA and PHIPA legislation
• Facilitates the timely and lawful access to records in accordance with MFIPPA and PHIPA legislation
• Prepares decision letters for requestors
• Prepares cost estimates for large requests
• Provides training on the County’s MFIPPA program and legislative requirements
• Prepares and submits annual statistics report to the Information and Privacy Commissioner (IPC)
• Remains current with decisions from the IPC and maintains learning related to Freedom of Information legislation

Records Management

• Researches and analyzes records and information management issues and prepares reports and makes recommendations regarding policies, procedures, and systems.
• Organizes, scans, and classifies active and inactive paper or electronic documents and data using the current Electronic Document and Records Management System (EDRMS) system and The Ontario Municipal Records Management System (TOMRMS).
• Maintains records management systems and verifies that they are accurate and current by reviewing records, deciding on the most logical and accessible place to file and classify records, maintaining an index for each system and inserting records into the appropriate classification.
• Provides assistance in locating records for requests under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
• Responds to inquiries regarding records; provides assistance to the public, helping to identify records and information relevant to the request.
• Appraises, categorizes, and classifies records, develops retention schedules and general subject index, and brings updated records retention by-law to Council at least twice per term for consideration.
• Oversees the maintenance, update, and disposal of records including the County’s records storage program; revising destruction schedules and coordinating the destruction of records with departments.
• Monitors and reviews legislation and legal requirements and recommends changes to achieve legal compliance and effective records management.
• Assists with developing and maintaining departmental procedural analysis (workflow), records management policies, procedures, guidelines, and communication material, and implementing organizational policies & procedures.

• Conducts ongoing reviews and audits of records repositories for compliance with program policies and procedures.
• Recommends and develops new and improved records management policies or tools based on current or changing legislation.
• Provides training and support for all staff regarding the implementation of records management policies, procedures, best practices related to information management enabling them to incorporate records management requirements as part of their regular duties.
• Works with all departments to ensure Sharepoint structure reflects the County’s retention schedule and that retention labels are accurately applied

Other

• Primary contact for requesting Certificates of Insurance from the County’s insurance provider as they are required, for agreements.
• Maintains skills and knowledge at a high level with courses, seminars, and selected readings.
• Responsible as an employee, for occupational health and safety.
• Perform other duties assigned by the Clerk.

Working Conditions

Hours of work are based on 35 hours per week. Overtime may be required occasionally to cover peak periods and special circumstances.

Works in a public office situation and must be accessible to the public and other employees. Work may be subject to frequent interruptions and office type distractions.

Contacts

Internal Working Relationships

Requirement for ongoing working relations with staff at all levels as well as occasionally with elected officials.

External Working Relationships

External contacts include general public, staff from other counties, local municipal staff, and other government offices.

Knowledge and Skill

• Diploma or degree in a related field required (Information Management, Library, and Information Science, Law Clerk or Public or Business Administration)
• Certified Records Management (CRM) designation considered an asset.
• Proficiency in Sharepoint system
• Experience using Purview is considered an asset
• Three to five years’ experience in a municipal government setting
• Previous experience responding to freedom of information requests and a thorough understanding of MFIPPA and PHIPA legislation
• Experience handling and maintaining confidentiality of highly sensitive material, including personal information and personal health information
• Minimum two years’ experience in information and/or records management and demonstrated comprehensive knowledge of records and information management theories, principles, and practices, including classification and retention scheduling, in a municipal government environment.
• Demonstrated ability to work independently and coordinate with others in departmental and organizational records management & contract management projects, with minimum supervision.
• Well-developed research, analytical and problem-solving skills
• Ability to work independently, identify issues and address them
• Requires strong attention to detail and the ability to work in an area where frequent interruptions occur.
• Demonstrated ability to work effectively with team/departments to accomplish organizational and departmental goals and work closely with other departments.
• Ability to effectively read and interpret information, present data in a resourceful manner, and skillfully gather and analyze information.
• Ability to evaluate processes, systems, and procedures, and recommend changes and enhancements, and to develop, recommend and implement new or revises methods and procedures related to the work.
• Ability to communicate well both verbally and in writing.
• Experience in contract review and preparation; experience in contract law.
• Strong organizational skills including time management and initiative.
• Strong knowledge of office operations including Microsoft Office, Adobe, and records management software.
• Requires strong attention to detail and the ability to work in an area where frequent interruptions occur.

Impact of Error

Delays and oversights could result in not meeting provincial requirements.

Lack of adherence to County by-laws and policies would lead to contraventions of legislation.

Inaccurate management of records could have legal ramifications leaving the County vulnerable to legal actions.

Grey County is proud to be an equal opportunity employer, and promotes a culture of respect where all team members are valued for their unique talents, knowledge and lived experiences.

Accommodations are available for all parts of the recruitment process. Applicants are encouraged to outline accommodation needs when submitting their application. If alternate methods of application are required, candidates can email [email protected].

This recruitment process does not use artificial intelligence (AI) to screen, assess, or select applicants. All applications are reviewed and evaluated by our hiring team.

While we thank all candidates for their interest, only those selected for an interview will be contacted.

Any personal information submitted will be managed in accordance with the requirements of the Municipal Freedom of Information and Protection of Privacy Act, and will be used only to determine eligibility for employment.

Based on the nature of the position, pre-employment screening may be required including but not limited to; Criminal Record Searches, Financial Credit Inquiries; Educational and Credential Verification; Driver’s Abstracts; Drug/Alcohol Testing; Pre-Medical Testing and Investigative Employment References.