Temporary SharePoint Specialist

Department

Corporate Services

Job Type

Temporary

Number of Positions

1

Affiliation

Non-Union

Compensation Range

$90,291.00 - $112,864.00

Job Summary

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.

Job Duties Include

The following responsibilities and duties of this position includes but is not limited to:

Document Management, Governance, Security and Compliance

• 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.

SharePoint Administration Management and Integrations

• 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.

User Support and Training

• 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.

• Workflow and Process Automation 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.

Qualifications/Skills

• 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.

• Security & Permissions Management – Strong understanding of access control, role-based permissions, and data protection.

• Compliance & Governance – Knowledge of regulatory requirements (e.g., GDPR, FOIP) and governance best practices.

• Workflow Automation – Experience creating and managing workflows using Power Automate or SharePoint Designer.

• Problem-Solving & Troubleshooting – Ability to diagnose and resolve technical issues quickly and effectively.

• Communication & Training – Skilled in providing user support, creating documentation, and delivering training sessions.

• Integration Skills – Capability to integrate SharePoint with third-party applications and enterprise systems.

• Reporting & Analytics – Competence in auditing, monitoring usage, and generating compliance or performance reports.

What is Offered to Staff

• Compensation: We offer competitive pay that reflects the responsibilities of the position.

• Contract Duration: This temporary full-time position is for approximately 24 months in duration. 

• Hours of Work: This is a non-union position that works a 35-hour work week. The hours of work are Monday to Friday from 8:30 a.m. to 4:30 p.m.

• Town Perks: The Town offers temporary full-time staff a comprehensive benefit package with paid sick and vacation days; Health & Dental benefits coverage; Employee & Family Assistance Program; Health & Wellness Program; Town of Ajax Fitness Centre Combo membership; plus, a defined benefits pension plan (OMERS pension - https://www.omers.com/). (use if benefits are offered)

• Hybrid Work Program: The Town offers a Hybrid Work Program. A flexible work arrangement, including the option to work from home some or a majority of the time, is currently a possibility with this position, and can be discussed during the interview process.   (Remove if not required)

How to Apply

If this opportunity matches your interest and experience, please click the “Apply” button above and apply by 11:59 p.m. on the closing date:

August 21, 2026

Vacancy Statement

All job postings issued by the Town of Ajax are intended to fill existing vacant positions unless otherwise stated.

Are you a current Town of Ajax employee?

If you are a current Town of Ajax, please apply internally through the Jobs Hub app of your Workday account in order for your application to be processed as an internal applicant.

Equal Opportunity Employer

The Town of Ajax is committed to employment equity and building a workplace where all employees feel valued, respected and supported. We welcome applications from candidates of all backgrounds, especially those who have been historically excluded, including Black and Indigenous people, racialized communities, disabled persons, 2SLGBTQIA+ individuals, and others facing systemic inequities. If selected for an interview, you will be provided with an opportunity to indicate your access needs. We are committed to ensuring an accessible and respectful hiring process.

If you would like to request content in an alternate format, please contact Human Resources by emailing [email protected].

Personal information collected through the recruitment process will be used solely to determine eligibility for employment. We thank all candidates in advance; however, only those being considered for an interview will be contacted.

Artificial Intelligence (AI)

We utilize AI solely for the purpose of anonymizing the application process to help ensure fairness and equity. Please note that AI is not used to screen candidates or make decisions regarding their suitability for any role.