Records & Information Management Specialist

Job summary

Develop and maintain division-wide records management policies, retention schedules, classification structures, and procedures, while advising departments and schools on records inventories, storage, access, digitization, archiving, and disposition. Maintain digital records resources and systems, deliver staff training, and coordinate audits, reporting, and corrective actions to improve compliance and information governance.

Job details

Edmonton Catholic Schools is a large urban school division whose mission is to provide a Catholic education that inspires students to learn and that prepares them to live fully and to serve God in one another. The Division is comprised of over 50,000 students and over 5,500 employees in 95 schools plus other sites. Records & Information Management Specialist Requisition ID: 12057 Hours Per Week: 35 Position: Existing FTE: 1 Department: Division Monitoring No Months Per Year: 12 Position Status: Permanent Employee Group: OOS Rate of Pay: $91,700 - $113,500 Posting Closing Date: 11/1/26 Are you passionate about information governance, records management, and creating sustainable organizational practices? The department of Division Monitoring at Edmonton Catholic Schools is seeking a Records and Information Management Specialist to play a key role in developing, implementing, and continuously improving the Division's records and information management program. This position offers an opportunity to work across the organization, providing expert guidance to departments and schools while leading initiatives that strengthen compliance, improve information accessibility, support digital and physical records management, and enhance organizational effectiveness. The successful candidate will help shape Division-wide practices and contribute to a culture of accountability, transparency, and responsible information stewardship. Responsibilities Develop and Implement Records Management Policies Develop, update, and maintain records and information management procedures, guidelines, standards, and tools aligned with Division operations and applicable records requirements. Implement and maintain records retention schedules including guidance for active, semi-active, archival, and final disposition stages of the records lifecycle. Review records management practices on an ongoing basis to reflect operational changes, system changes, updated standards and procedures, and business needs. Conduct quality assurance reviews and records compliance audits to support consistent application of approved records management practices. Prepare practical guidance, templates, checklists, and communication materials to support consistent records management across departments and schools Coordinate Records and Information Management Services Work with departments and schools to assess current records, inventory practices, naming conventions, retention practices, storage methods, and disposition readiness. Conduct needs assessments and records inventories to identify gaps, duplication, inefficiencies, unmanaged information and opportunities for improvement. Provide advice on the creation, classification, organization, retention, retrieval, storage, transfer, archiving, digitization, and disposition of records in all formats. Develop and support information governance strategies that improve information reliability, discoverability, lifecycle management, and business continuity. Support system evaluations by identifying records management requirements. Develop and deliver professional learning sessions to Division staff on records and information management. Maintain and Support Digital Records Systems Maintain the unit’s SharePoint site with current records management resources, tools, schedules, procedures, and training content. Provide records management advice to the Division digital records systems, such as the Student Document Repository (SDR), SharePoint, and other approved systems. Develop and maintain classification structures, naming conventions, folder structures, metadata models, workflows and disposition controls for digital records. Monitor emerging practices, technologies, and standards in records and information management through professional networks, self-study, and continuous learning. Support Records Quality Assurance, Training, and Reporting Coordinate tracking and reporting activities related to records inventories, retention schedule implementation, disposition approvals, audit findings, corrective actions and training completion. Develop dashboards, reports, summaries, and status updates to help leadership and departments understand records management progress, risks, and required actions. Support staff in resolving records management issues, including inconsistent filing practices, unmanaged shared drives, duplicate records, outdated repositories, and disposition backlogs. Q UALIFICATIONS Diploma in an area related to Information Management, Records Management, Library and Information Technologies, Business, Education, or a related field, and 5 years of directly related experience. Certification such as the Certified Information Professional (CIP) from the Association for Intelligent Information Management (AIIM) and/or the Certified Records Management (CRM) from the Association Records Management Administrators (ARMA) and the Information Access and Protection of Privacy (IAPP) is preferred. Knowledge of records and information management principles, records lifecycle management, retention scheduling, classification, disposition, archival practices, digitization, metadata, and information governance. Knowledge of Alberta school division operations, the Alberta Student Record Regulation, the Alberta Education Act, and related administrative records requirements. Knowledge of electronic records systems and business applications used to create, store, retrieve, manage, and dispose of records, including PASI, SDR, PowerSchool, Microsoft SharePoint and Microsoft 365. General knowledge of the Division’s operations, mission, vision, administrative procedures, and commitment to a faith-based environment. Knowledge of applicable legislation and workplace requirements, including the Protection of Privacy Act (POPA), Access to Information Act (ATIA), and Occupational Health and Safety practices. SKILLS And COMPETENCIES Proficient in Microsoft 365, SharePoint, reporting tools, spreadsheets, databases, and digital repositories to manage, analyze, and report records and information. Ability to develop, implement, and maintain records and information management frameworks, including retention schedules, classification systems, inventories, metadata standards, workflows, and disposition processes. Strong communication, technical writing, facilitation, and presentation skills with the ability to develop procedures, training materials, guidance documents, and deliver professional learning to diverse audiences. Strong organizational, planning, and time management skills with the ability to manage competing priorities, projects, operational requirements, and stakeholder requests. Ability to conduct records audits, needs assessments, file reviews, quality assurance activities, and gap analyses, and recommend practical, effective solutions. Demonstrated professionalism, integrity, discretion, and sound judgment, with a commitment to confidentiality, ethical practices, accuracy, and attention to detail. Self-motivated and collaborative, with the flexibility, resilience, and interpersonal skills to adapt to changing priorities, work independently with limited supervision, and build effective working relationships. What We Offer Make a real difference: Your expertise directly impacts the success of the division’s administrators, teachers, students, and parents. Be part of a dynamic team: Be part of a collaborative team that works with many diverse groups and builds meaningful connections. Continuous learning: Embrace new technologies and challenges, growing your technical skillset through provided training opportunities. 100% employer-paid benefits, including: Health, Vision, and Dental. A Health/Wellness Spending Account. EFAP – Employee and Family Assistance Program. Paid Time Off, including vacation time, personal days, and Christmas break. Additional Paid Time Off (PTO) – Personal Days. 7-hour workdays, 35 hours per week for a 1.0 FTE. Competitive salary and pension Edmonton Catholic Schools is committed to maintaining a respectful and inclusive workplace that welcomes and values candidates from diverse backgrounds. We hire employees of all faiths for non-teacher positions. As a Catholic School Division receiving public funding, our schools and departments are imbued with our Catholic Faith. Candidates are expected to exhibit respect and sensitivity towards our Catholic beliefs and practices embraced by both students and staff. Edmonton Catholic Schools offers a comprehensive benefits program based on contract status as part of its total compensation package. Before employment, successful candidates will be required to submit a Police Information Check and Intervention Record Check dated within six months of hiring. Due to the high volume of applications received, only qualified candidates who are shortlisted will be contacted.

What you’ll do

Develop and maintain division-wide records management policies, retention schedules, classification structures, and procedures, while advising departments and schools on records inventories, storage, access, digitization, archiving, and disposition. Maintain digital records resources and systems, deliver staff training, and coordinate audits, reporting, and corrective actions to improve compliance and information governance.

Requirements

Requires a diploma in information management, records management, library and information technologies, business, education, or a related field, plus five years of directly related experience. Candidates should have knowledge of records lifecycle practices, relevant Alberta education and privacy legislation, and systems such as SharePoint and Microsoft 365; records management and privacy certifications are preferred.

Benefits

• Employer-Paid Health Benefits
• Vision Benefits
• Dental Benefits
• Health and Wellness Spending Account
• Employee and Family Assistance Program
• Paid Vacation
• Personal Days
• Christmas Break
• Additional Paid Time Off
• Pension

Listed skills

• Quality assurance · Preferred
• Microsoft 365 · Preferred
• SharePoint · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Records Management
• Information Governance
• Records Lifecycle Management
• Retention Scheduling
• Records Classification
• Records Auditing
• Quality Assurance
• Microsoft 365
• SharePoint
• Metadata Management
• Digital Records Systems
• Technical Writing
• Training and Facilitation
• Reporting and Data Analysis
• Project and Time Management
• Confidentiality and Discretion

Job areas

• Administrative
• Education
• Data & Analytics
• Technology

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