Records Management Administrator

Directorate

Non-Affiliated Level PES3

*If you are a current OCSB employee, you must use your OCSB ATE account to apply to this vacancy.*

The OCSB is currently seeking Records Management Administrator . The possible work addresses for this position can be found in our .

Why Work With The Ottawa Catholic School Board: The OCSB proudly serves over 50,000 students across 90+ work locations. We offer an education that respects all faiths' universal values and is grounded in Catholic principles. We foster innovation to inspire Deep Learning so that all can realize their full potential. We offer a collaborative work environment, fulfilling careers, and the opportunity to make a difference in our students' lives.

The OCSB is committed to equitable hiring, employment and promotion practices and is dedicated to an inclusive workforce that reflects the diversity of our students and our communities. The OCSB is actively seeking applications from Indigenous peoples, Black and racialized people, persons with disabilities, people from gender diverse communities and/or people with intersectional identities, as well as individuals who can contribute to continuous diversification of ideas.

The Ottawa Catholic School Board acknowledges that the land on which our schools are located is the traditional unceded territory of the Algonquin Anishnabek Peoples. We extend our respect to all First Nations, Inuit and Métis Peoples for their valuable past and present contributions to this land.

Under the direction of Associate Director, the Records Management Administrator is responsible for the overall administration of records management practices for the Ottawa Catholic School Board. This encompasses strategy development for paper and electronic records, development of policies and procedures for effective records management and preserving the corporate memory of the Board.

Job Description:

• Ensure the efficient and effective delivery of all professional services related to archival management and corporate records
• Develop, implement, and maintain comprehensive policies, procedures, and guidelines for the capture, maintenance, protection, and preservation of the Board’s records
• Assist in the management of the corporate records management system for effective data collection, records administration, and inventory control
• Conduct regular reviews and audits to ensure compliance with all relevant legislation, including the Education Act and the Freedom of Information and Protection of Privacy Act (FIPPA), regarding the classification, retention, storage, and destruction of records
• Assist with hiring and supervision of casual staff including training, assigning tasks, and general budgeting
• Respond to requests for information and records in a timely manner and in compliance with Board and legislative requirements
• Maintain confidentiality and security within the information databases and archives
• Develop and deliver training and guidance to departments and schools on management of sensitive documents (eg. Ontario Student Records), records retention, destruction schedules, and proper procedures for handling all records
• Participate in relevant Board and OASBO committees to represent the function and ensure alignment with organizational goals

Required Qualifications:

• Degree or diploma in a related field
• 3 years in a field related to records management and archival/digital data collections
• Advance knowledge of records management theory and principles, life cycle management and applying retention and disposition to records
• Strong functional understanding of Electronic Content Management (ECM) systems and their capabilities
• Knowledge and understanding of related legislation and Ministry directives. (e.g. Education Act, Freedom of Information and Protection of Privacy Act, etc.)
• Demonstrated project management skills
• Proficiency in computer applications such as Google Suite and Microsoft Office
• Proven ability to develop and deliver presentations and training
• Ability to exercise considerable independent judgment, tact, and sensitivity with confidentiality and discretion in dealing with internal and external contacts

This is a full time (1.0 FTE) permanent position with an annual salary range of $71,312 - $80,595. An employee benefits and pension package is also provided.

The approximate start date will be as soon as the recruitment process is complete.

How to Apply: Applicants are required to apply through the ApplytoEducation (ATE) platform by 5:00 pm on January 9, 2026. If you do not currently have an ATE account, you will be prompted to create a free account and upload your resume and cover letter.

Interviews: We thank all applicants in advance for their interest; however, only those candidates selected for an interview will be contacted.

Reference Policy: We value your privacy. References will only be contacted if you are selected to move forward in the hiring process.

If you are currently not an OCSB employee, at the completion of a successful interview, you will be required to provide an Original Police Record Check for the Vulnerable Sector dated within the last 6 months.

Questions regarding the application process can be directed to hrstaffing@ocsb.ca .

For assistance with ApplytoEducation, please contact ATE directly at info@applytoeducation.com or by phone at 1-877-900-5627.

AI may be utilized throughout the selection and recruitment process.

Pursuant to the Accessibility for Ontarians with Disabilities Act (AODA), if you require accommodations at any time throughout the application process, please contact the Human Resources Department via email at hrstaffing@ocsb.ca prior to the posting closing date so that appropriate arrangements can be made.

Data Privacy Statement: Personal information on this form is collected under the authority of Ontario Regulation 298 (Operation of Schools - General) under Education Act, R.S.O. 1990, c. E.2, as amended (“Education Act”), sections 58.5(1) and 171(1) of Education Act and will be used by Ottawa Catholic School Board (“OCSB”) for employment purposes. The information is retained in accordance with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M. 56 and will be disclosed to authorized OCSB staff in order to administer the above purpose. The Board’s & the ‘ ’ support document entitled ‘ may be viewed on the Board’s website at . Questions about Privacy should be directed to the Privacy Officer by email to .