Information and Records Management Specialist

Location: Ottawa, on-site

Duration: 1 year

Security Clearance: Secret, Controlled Goods

Responsibilities

• Maintain and update data management requirements, standard operating procedures, and security-related updates as directed.
• Manage technical publications libraries and project documentation across electronic and hard-copy records.
• Control, store, retrieve, track, organize, archive, and secure technical, administrative, and project information.
• Coordinate the receipt and distribution of classified and controlled documents in accordance with approved procedures.
• Administer visit clearance request documentation and coordinate facility visits with relevant support agencies.
• Verify release requirements for controlled, restricted, proprietary, and security-sensitive information.
• Confirm that personnel accessing information or travelling on project business hold the required security and access clearances.
• Maintain tracking systems for technical documentation and drawing changes in alignment with configuration management practices.
• Support reviews of data and configuration management processes and recommend process improvements.
• Organize and maintain project management and administrative information to keep records current and accessible.
• Search records repositories to gather information for information requests and support transitions to new information environments.

Qualifications

• 1+ year of experience using RDIMS or an equivalent government document management system.
• 1+ year of experience managing documentation controlled under the Canadian Controlled Goods Program or U.S. International Traffic in Arms Regulations (ITAR).
• 5+ years of experience managing a technical data resource centre, including access control, document status tracking, and data structure control.
• 5+ years of experience in data management, including file plans for technical data, standard operating procedure improvements, physical document storage, and document deliverable processing.
• 3+ years of experience applying configuration management practices, including revision control and technical information processing.
• Experience working in an engineering environment.
• Experience working in an aerospace engineering environment.
• Experience maintaining organizational charts using specialized software such as OrgPlus.
• Experience maintaining graphical floor plans using Visio.
• Experience maintaining personnel data related to position details.
• Experience maintaining travel plans using Excel spreadsheets.

AI Disclosure: We do not use artificial intelligence (AI) tools to screen, assess, or select applicants at any stage of our recruitment process. All applications are reviewed by our recruitment team.

OXARO is committed to fostering an inclusive, equitable and respectful workplace where every individual feels valued and empowered to contribute their best. We believe that diversity drives innovation and strengthens our ability to serve our clients and communities. We are dedicated to ensuring a fair and unbiased recruitment process and welcome applications from members of the four designated groups under the Employment Equity Act: women, Indigenous peoples, persons with disabilities and members of visible minorities.

Accommodations are available upon request for candidates taking part in all aspects of the recruitment process.

We sincerely thank all applicants for their interest in this opportunity. While we appreciate every application, only those selected for an interview will be contacted.