Job Posting Number   PASS 2020-04


General Description of Duties

Reporting to the Chief Information Officer the incumbent will be responsible for the following:

  • Maintain the inventory, transfer, retrieval and disposal of all Board records including Ontario Student Records
  • Respond to requests for information and any resulting appeals made under the Freedom of Information and Protection of Privacy Act and Personal Health Information Protection Act and advise on release and disclosure in accordance with the Acts. Includes mediating, preparing affidavits and representations as required and required for appeals.
  • Orient and train staff on Freedom of Information and Protection of Privacy legislation, records management policies, systems and processes, cyber security
  • Oversee all records facilities, including the Records Centre and schools identified for closure
  • Maintain Board Archives
  • Facilitate automated records retention/disposal, Information Rights Management (IRM) and Data Loss Prevention (DLP) in Office 365 and Google Suite
  • Participate in the development of privacy and records-related Board policies and procedures
  • Handle all inquiries related to records and archives
  • Review Board policies, forms and processes to ensure the Freedom of Information and Protection of Privacy Act is met
  • Facilitate electronic web forms and automated workflows within the Laserfiche document management system



  • A post-secondary degree in Information Science or a diploma in Records Management or related field. Certified Information Privacy Professional (CIPP) and Certified Records Manager (CRM) professional designation preferred
  • Professional accreditation from the International Association of Privacy Professionals (IAPP) is an asset
  • Five to seven years of directly related experience in records management
  • Knowledge of legislative, regulatory and fiscal requirements for records retention including the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Personal Health Information Protection Act (PHIPA) and the Education Act.
  • Proficient working knowledge of information management system strategies and technology with demonstrated ability to create and manipulate electronic records.
  • Experience with building and maintaining a records and information management (RIM) program.
  • The incumbent must have exceptional organizational, communication and public relations skills and the ability to manage projects from start to finish.
  • Microsoft Office 365: Knowledge of automated retention in SharePoint, OneDrive and Outlook preferred
  • Google Suite: Knowledge of automated retention in Google Drive/Gmail preferred
  • Laserfiche document management system experience preferred
  • Experience with electronic forms and automated workflows
  • This position will work on the computer and with paper records in record storage locations. The duties involve some lifting, reaching and standing on a step stool or small ladder. Ability to lift record boxes of about 25 lbs is required
  • Valid Ontario driver’s license and access to a vehicle


Salary Level and Salary Range: PASS Level 6, $70,679 – $83,153 per year in accordance with the PASS Terms of Employment

Hours of Work:  Permanent full time:   35 hours per week/12 months per year

Location(s):  Catholic Education Centre – 35 Weber Street West, Unit A, Kitchener, Ontario


Qualified applicants are invited to submit a resume and covering letter.

Applicants must attach all required documentation required for this position to the resume in order to be considered a candidate for the position.

For external applicants: applications will be received via email at  while the internal applicants must apply via  Please include your first name, last name and posting number (provided above) in the subject line. Further information on the application process can be found at:

Applications will be accepted until April 22, 2020


Only those candidates selected for an interview will be notified.


The Waterloo Catholic District School Board is welcoming of candidates from diverse communities, backgrounds and identities and encourages applications from qualified members of these groups.

Applicants are invited to self-identify if you are First Nations, Metis, Inuit, a member of a visible minority group(s) or a person with disabilities. This information is collected under the authority of the Ontario Human Rights Code and will be used to keep track of recruitment information. No personal information will be included.


At WCDSB, we are committed to respecting your privacy, and will take appropriate measures to protect any personal information you may share with us through the job application process. All personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act and will be used to determine qualifications for employment. For more information about the Board’s Privacy Policy, please contact our Privacy Officer at 519-578-3660 Ext. 2381.


To request this file in large print, please email  If you require a disability related accommodation to participate the recruitment process, please contact us at (519) 578-3677, extension 2368 to discuss your needs under the Human Rights Code.  Responses to inquiries will be provided within 72 hours. Please use one method of application only.

This is a non-denominational equal opportunity position.