Ottawa - Information / Records Management Specialist (Secret Clearance)

Location: Ottawa – On‑Site (National Capital Region)

Overview

We are currently looking for an Information / Records Management Specialist to support one of our Government of Canada clients on a long‑term contract.

This role requires an active Secret security clearance and will be performed primarily on‑site within the National Capital Region.

Our client is supporting a large, complex engineering and project management environment that manages highly controlled technical documentation, project records, configuration‑managed information, and aerospace‑related data. The successful candidate will play a key role in maintaining document control processes, information repositories, records management systems, and technical data libraries while supporting compliance with security, configuration management, and records management requirements.

Key Responsibilities

• Maintain and administer electronic document and records management systems (RDIMS or equivalent)
• Support technical document control and records management processes
• Manage technical libraries, repositories, and data resource centres
• Control, track, archive, and retrieve technical and administrative documentation
• Support configuration management and document revision control processes
• Manage documentation subject to Controlled Goods and ITAR requirements
• Develop, update, and maintain standard operating procedures and file plans
• Coordinate document distribution, receipt tracking, and records categorization
• Support audits, reviews, and compliance activities relating to information management
• Administer and maintain organizational charts, employee master lists, travel plans, and floor plans
• Prepare reports, trackers, spreadsheets, and associated documentation
• Support engineering, technical, project management, and administrative teams with document management services
• Participate in process improvement initiatives and data management activities
• Assist with information retrieval requests and records searches
• Support knowledge transfer and transition activities

Mandatory Requirements

M1 – Intermediate Information / Records Management Qualification

• Must meet the requirements for an Intermediate Information / Records Management / Recordkeeping Specialist, including a minimum score equivalent to the Intermediate level under the applicable professional services qualification framework. This requires related education.

M2 – RDIMS Experience

• Must have a minimum of one (1) year of experience within the last three (3) years using RDIMS or an equivalent Government of Canada document management system.

M3 – Controlled Documentation Experience

• Must have a minimum of one (1) year of experience within the last five (5) years managing documentation controlled under the Canadian Controlled Goods Program and/or International Traffic in Arms Regulations (ITAR).

M4 – Technical Data Resource Centre Experience

• Must demonstrate a minimum of five (5) years of experience within the last ten (10) years managing a technical data resource centre.
• Experience must include managing access controls, tracking document status, organizing and controlling document repositories, and supporting environments used by multiple stakeholders.

M5 – Data Management Experience

• Must demonstrate a minimum of five (5) years of experience within the last ten (10) years performing Data Management activities including determining file plans for technical documentation, managing technical documents and records, following and improving SOPs, managing physical document storage, processing and distributing document deliverables, and categorizing, recording, and indexing information.

M6 – Configuration Management Experience

• Must have a minimum of three (3) years of experience within the last ten (10) years supporting Configuration Management activities, including technical document control, revision control, processing technical information, and compliance with configuration management processes.

Highly Desired Experience

• Aerospace or engineering environments
• Technical publications libraries
• Organizational chart management tools (e.g., OrgPlus)
• Visio‑based floor plan maintenance
• Employee position and organizational data management
• Excel‑based travel planning and tracking
• Document repositories supporting large engineering projects
• Technical drawing and engineering documentation control

What You Must Bring

• Active Secret Security Clearance
• Strong RDIMS or equivalent records management experience
• Records Management and Information Management expertise
• Technical document control experience
• Configuration Management exposure
• Experience working with highly controlled or classified information
• Strong Microsoft Office skills, including Excel and Visio
• Excellent organizational and documentation skills
• Ability to work independently in a highly structured environment
• Strong attention to detail and compliance requirements

Project Background

Our client operates within a highly specialized engineering and project management environment responsible for managing technical documentation, controlled information, project records, configuration‑controlled material, and information repositories supporting a large, nationally significant program. The successful consultant will support the ongoing management, control, organization, retrieval, tracking, and safeguarding of technical and project information while helping maintain compliance with established records management and configuration management procedures.

Why This Role

• Information Management
• Records Management
• Technical Document Control
• Configuration Management
• Engineering Project Support

Robertson is an equal opportunity employer committed to diversity and inclusion. We are a certified diverse supplier and actively seek to foster a representative and inclusive workforce. We welcome applications from all qualified individuals, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, Aboriginal status, or any other legally protected factors.

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