Information Governance Services Specialist

Independent Electricity System Operator

12d • CA$104,516 - CA$111,187 • Hybrid

About The Position

The Information Governance Services Specialist role provides end-to-end administrative and customer support across the information lifecycle, serving as a primary point of contact for Information Governance (IG) services. It focuses on delivering responsive, policy-aligned support, managing complex requests, and collaborating with stakeholders across the organization. In addition, the role provides organizational Information Governance (IG) training, compliance monitoring and reporting, and contributes to projects and continuous improvement initiatives. It requires strong communication skills, the ability to manage competing priorities, and an awareness of evolving Information Governance best practices and technologies to effectively support organizational needs.

Requirements

• Requires strong understanding of legal and regulatory requirements related to Records & Information Management across all phases of the information lifecycle including, retention scheduling, information inventories, classification, and disposition.
• Requires a thorough understanding of industry standards and best practices in Records Management and Information Governance to deliver high quality customer service, compliance support, and IG advisory services at all levels of the organization.
• Requires a practical working knowledge of M365 information protection and administration, particularly Purview.
• 3-5 years of experience in Records & Information Management, preferably within a regulated environment, demonstrating the application of industry best practices and governance standards.
• Thorough working knowledge of established Information Governance and Records Management practices, processes, and frameworks.
• Practical experience with an Electronic Records Management System (ERMS).
• Experience supporting retention and disposition processes is an asset.
• Demonstrated ability to communicate complex information management processes to stakeholders with varying levels of expertise while seamlessly bridging the gap between business and IT.
• Proven excellence in communication skills (verbal, written, and facilitation), essential for this service-orientated role involving regular interaction with staff at all levels.
• Working knowledge of internal legal and regulatory requirements related to records and information management and handling of confidential information.
• Practical working knowledge of M365, including information governance, compliance, and security features.
• Ability to maintain up‑to‑date knowledge of evolving M365 platform capabilities.
• Clear understanding of how legal, regulatory, and organizational information handling requirements apply to information under the organization’s custody and control.
• Ability to interpret IT‑related issues and translate them into clear, practical guidance related to system use and information governance practices.
• Foundational understanding of M365 and ERMS tools, combined with practical knowledge of industry‑standard Information Governance practices.
• Demonstrated ability and willingness to continually learn emerging trends, technologies, and best practices in the Information Governance field and apply them effectively at both operational and administrative levels.

Nice To Haves

• Microsoft Certification is considered an asset.
• experience with OpenText Content Server is considered an asset.
• experience with M365 governance and Microsoft Purview is considered an asset.

Responsibilities

• Provide administrative and operational support of IG services throughout the Information lifecycle, including but not limited to: IG Services & Request Support, Records & Vendor Coordination, Information Management Support, and Retention & Disposition.
• Provide efficient triage-based customer service and request management in accordance with the IG Policy and processes.
• Support the maintenance of both internal IG documentation and customer-facing service materials.
• Monitor designated Approved Records Management Storage (ARMS) locations to ensure they are managed in accordance with approved retention periods.
• Administer the review process for Information Ownership Framework.
• Support the ongoing quality and consistency of the Business Classification Scheme (BCS) and associated metadata.
• Coordinate the Document Review Reminder (DRR) service.
• Communicate IG best practices, including guidance related to the ERMS, and other IG service-related processes.
• Support ongoing engagement with business units by providing responsive IG guidance and assistance.
• Provide administrative support for other IG functions including Baseline Management and the IG Program.
• Support legal and regulatory activities such as audits, litigation, and Freedom of Information (FOI) requests, prioritizing these requests as needed.
• Provide ad hoc, on‑the‑spot training to staff in response to immediate operational or knowledge needs.
• Deliver Formal ERMS training to users at all levels across the organization.
• Assist IG Program in the development and maintenance of education materials and awareness materials.
• Conduct ERMS access control review process to mitigate potential information access risks.
• Identify and report any general non-compliance with IG policy, NERC requirements, or other applicable regulatory or organizational requirements.
• Conduct regular review of ARMS locations for continued compliance with evolving requirements.
• Conduct regular review of Vital Information to ensure it remains appropriately identified, protected, and managed.
• Contribute to the IG quarterly department report, including tracking, analyzing, and reporting service metrics and trends.
• Perform M365 compliance monitoring, security, and administrative activities as required.
• Support Supervisor with administration and coordination of additional IG reporting activities as needed.
• Provide administrative support for IG-led initiatives and projects identified within the IG roadmap.
• Contribute as an IG Services subject matter expert to both informal and formal projects.
• Track recurring IG issues and service-related challenges, assist with basic root cause identification, and provide input into continuous improvement activities or governance discussions.
• Support Supervisor on IG continuous improvement initiatives as needed.
• Demonstrate a clear understanding of internal legal and regulatory requirements.
• Maintain current knowledge of M365 features, compliance capabilities, and platform changes.
• Perform other duties as assigned by Supervisor or Senior Manager.
• Provide general administrative support to the IG team as needed.

Benefits

• Best-in-class benefits and long-term support in the form of a defined benefit pension plan.
• Compensation packages that are regularly reviewed to remain competitive and to best accommodate the diverse needs of our employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree