Fire Service Records Management/ Compliance System Specialist

Fire Service Records Management/ Compliance System Specialist

The Municipality of Central Elgin is seeking a dedicated and community-focused Fire Service Records Management/ Compliance Systems Specialist to join the Fire Rescue Services team. This position will be responsible for designing and implementing efficient systems and processes for managing fire service and compliance data and records. This position plays a key role in transitioning the fire rescue services to a structured, consistent, digital and accessible records management framework, through the redesign of the current records management system and creation of digital interoperability systems between multiple platforms to ensure paperless, automated and compliant records management across the Central Elgin Fire Rescue Services.

Key responsibilities include:

• Design, develop and implementation of electronic document records management system solutions, for the protection of corporate risk and provincial compliance through the Office of the Fire Marshal and Emergency Management Ontario.
• Design solutions to transition and manage organizational adoption of paper to electronically based information management practices.
• Create and implement proper document and record naming conventions, retention codes and year-end retention processes across all electronic systems.
• Create systematic workflows for routine inspections, record updates, and compliance checks across the department.
• Creation of process manuals for the continued use of created data management and digital transition processes by all members of the department.
• Work with Information Technology partners to solve issues, maintain solutions and coordinate upgrades ensuring smooth transition of content and configuration.
• Provide functional support and guidance for records management solutions.
• Provide solutions for records integrity, indexing accuracy, inventorying electronic and paper content, workflows, tracking information through record retention and disposition periods, creation of user profiles, monitoring security and access to information.
• Works in conjunction with records management staff to bring fire department records management practices in line with corporate practices.
• Monitor, measure, establish and maintain reportable metrics to identify key performance indicators, operational efficiencies and risks, manage and track organizational change and user adoptions, identify trends, and participate in establishing system performance standards.
• Development and delivery of the records management program through operating systems such as FirePro.
• Conduct information audits to assess inventories, management, usage and compliance requirements.

Other duties include:

• Must be willing to continue with further education as required and maintain professional competency.
• Attendance at meetings as required and liaison duties with other agencies, departments and organizations.
• Will attend fire station and perform equipment and records audits as directed by the Fire Chief.
• Will perform any other duties as assigned by the Fire Chief or his/her designate.

Qualifications:

• Minimum of 3-5 years experience in the field of Ontario fire service administration, or coordination.
• Experience in Information Technology working with records/ enterprise content/ document management solutions. Expertise with Laserfiche, FirePro, Microsoft 365.
• Require excellent organizational planning, analytical, problem solving and solution development skills.
• Must be proficient in project management and able to oversee the successful completion of deliverables with various resources per project.
• Expertise in NFPA standards, fire service industry standards, legislative requirements and requirements of the OFM for municipal fire departments.
• Ability to communicate, facilitate and present to all levels of staff.
• Committed to service excellence, detail oriented, including the ability to manage multiple tasks.
• Excellent customer service skills, must be technically oriented and able to adapt into an organization quickly.
• Must be capable of handling highly confidential information on a daily basis.
• Ability to maintain confidentiality and manage sensitive files and information.
• Team-oriented with the ability to work independently and collaboratively across departments.
• Strong interpersonal skills to foster positive relationships with staff, elected officials, contractors, and the public.
• Flexible and positive attitude, with willingness to take on other duties as assigned.
• Ensures compliance with all health and safety regulations, policies, and procedures to maintain a safe and healthy work environment.

What We Offer:

• Competitive wages.
• Participate in the OMERS pension.
• Opportunities for professional development, training, and continued learning.
• Flexible work arrangements where operationally possible.
• Work in a supportive and collaborative workplace.

How to apply:

• Applications must be received no later than Wednesday, November 26, 2025, at 11:59 p.m.
• The successful candidate will be required to complete a Criminal Record Check as a condition of employment and prior to commencing employment.
• We thank all applicants for their interest; however, only those selected for an interview will be contacted.

The Municipality of Central Elgin is an equal opportunity employer. The Municipality of Central Elgin will attempt to provide reasonable accommodation for known disability for an applicant or employee if requested.

Personal information is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act and will be used only to evaluate the suitability of applicants for employment. Questions respecting the collection of information should be directed to the CAO/Clerk of The Corporation of the Municipality of Central Elgin.