Temporary SharePoint Specialist

The Corporation of the Town of Ajax•Ajax, ON

5d•CA$90,291 - CA$112,864•Hybrid

About The Position

Reporting to the Manager of Legislative Services/Deputy Clerk, the SharePoint Specialist is responsible for managing and optimizing the Town’s SharePoint environment with a primary focus on content management and digital collaboration. This role helps ensure secure and efficient access to business-critical records through technical oversight of permissions, controls and compliance with information governance policies. The SharePoint Specialist will support the Town’s Electronic Document Records Management System (EDRMS) implementation project by ensuring the SharePoint configuration promotes consistent, compliant, and user-friendly processes. The position plays a key role in change management, training, and long-term adoption of EDRMS tools. In addition, the SharePoint Specialist oversees site and site collection management, workflow configuration, process automation, and integration with other business systems.

Requirements

Bachelor's Degree or College Diploma in a technical field (Computer Science, Information Technology, etc.) or equivalent experience
Microsoft Certification, such as: Microsoft 365 Certified: Administrator Expert, Microsoft Certified: Teamwork Administrator Associate, Microsoft Certified: Information Protection Administrator Associate, Microsoft 365 Fundamentals (MS900)
3+ years of hands-on experience administering SharePoint Online or SharePoint Server environments, including site architecture and permissions management.
Practical knowledge of Microsoft 365 ecosystem (Teams, OneDrive, Power Automate) and integration with SharePoint.
Experience implementing governance and compliance policies, including retention schedules, security permissions, and records management best practices.
Strong understanding of access control, role-based permissions, and data protection.
Knowledge of regulatory requirements (e.g., GDPR, FOIP) and governance best practices.
Experience creating and managing workflows using Power Automate or SharePoint Designer.
Ability to diagnose and resolve technical issues quickly and effectively.
Skilled in providing user support, creating documentation, and delivering training sessions.
Capability to integrate SharePoint with third-party applications and enterprise systems.
Competence in auditing, monitoring usage, and generating compliance or performance reports.

Responsibilities

Configure and Maintain Information Architecture – Configure libraries, content types, and metadata for consistent classification and retrieval.
Implement Retention and Compliance Policies – Apply retention labels, manage disposition reviews, and ensure regulatory adherence.
Manage Access Controls – Configure and maintain user roles, groups, and permissions to ensure secure and appropriate access to SharePoint resources.
Enforce Security Policies – Apply organizational standards for data protection, external sharing, and guest access; monitor for policy violations.
Implement Compliance Features – Configure sensitivity labels, Data Loss Prevention (DLP), and eDiscovery to meet regulatory and legal requirements.
Audit and Monitor Permissions – Conduct regular reviews of site permissions, identify overexposed content, and remediate security risks.
Respond to Security Incidents – Investigate and resolve permission-related issues, document corrective actions, and ensure compliance with governance protocols.
Conduct audits, track compliance, and generate reports for leadership.
Create, configure, and maintain SharePoint sites and site collections.
Customize templates, navigation, and branding for usability.
Monitor system health, apply updates, and troubleshoot technical issues.
Plan for scalability and optimize performance.
Connect SharePoint with Microsoft 365 Apps – Ensure smooth integration with Teams, OneDrive, Power Automate, and Power BI for enhanced collaboration and automation.
Manage Third-Party Integrations – Evaluate, configure, and maintain approved third-party tools and connectors while ensuring compliance with governance policies.
Support Line-of-Business Application Integration – Work with IT and business units to integrate SharePoint with ERP (Workday), CRM (Dynamics), and other enterprise systems for data consistency.
Monitor and Optimize Performance – Ensure integrations do not impact SharePoint performance or security; troubleshoot connectivity issues promptly.
Document and Govern Integration Processes – Maintain clear documentation of integration workflows, security considerations, and change management procedures.
Provide End-User Assistance – Troubleshoot SharePoint issues, resolve access problems, and guide users on content management and compliance features.
Develop Training Materials – Create user guides, FAQs, and video tutorials for SharePoint functionality and records management best practices.
Conduct Training Sessions – Deliver workshops or webinars for staff and site owners on effective use of SharePoint tools and governance standards.
Promote Adoption and Best Practices – Encourage proper use of metadata, versioning, and retention policies through ongoing communication and support.
Support and encourage the use of SharePoint workflow and process automation functionality to improve efficiency.
Gather Feedback and Improve Support – Collect user feedback, identify common challenges, and refine training programs and support processes accordingly, using data informed decision making.