Job ID #31033: Knowledge Management Specialist

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

 

• Job ID #31033: Knowledge Management Specialist (2 Vacancies)


• Union: Non-Union


• Job Description ID #: 7749


• Close date: Interested applicants please submit your application online at by 4:00 p.m. on May 14, 2025. 


• Duration: 24 Months
  This vacancy is for a period of up to 24 months as a result of a new position.


• Internal applicants should apply with your work e-mail address . External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.

SUMMARY OF DUTIES

Reporting to the Supervisor, Data Services (Knowledge Management), the Knowledge Management Solutions Specialist provides expertise and leadership in strategy, design, development, review, and management for all knowledge management capability by facilitating the implementation and sustainment of processes, policies, and procedures as well as shaping and laying foundations for the underpinning technologies. The Knowledge Management Specialist will be pivotal in advancing the municipality’s knowledge management strategies with a focus on data governance, data sharing, Electronic Document and Records Management Systems (EDRMS), and data literacy. This role involves managing and optimizing knowledge management systems, overseeing open data initiatives, ensuring robust data governance practices, and promoting data literacy across the organization. The position must understand the technology components related to Knowledge Management, document, and records management as well as the business drivers and needs regarding enterprise data and information access.

 

The Knowledge Management Specialist provides guidance and mentoring to staff that support the management of documents and records. Other projects assigned may include various types of work related to advancing the City’s data capabilities and information systems to support data driven decision-making and a culture of continuous improvement and innovation.

GENERAL DUTIES

• Responsible to lead and coordinate the implementation of the City of Hamilton’s Electronic Document and Records Management program while also establishing Knowledge Management goals and objectives. Develop, implement, and manage Electronic Document and Records Management Systems (EDRMS). Ensure proper classification, storage, and retrieval of documents and records in compliance with legal and regulatory requirements.


• Provide planning, input, direction and consultation for development and implementation of knowledge management policies and procedures, including compliance with legislations and industry standards.


• Implement and uphold data governance policies and procedures to ensure data accuracy, consistency, and security. Work with various departments to standardize data management practices and address data quality issues.


• Foster a culture of data literacy by developing and delivering training programs, resources, and workshops. Support staff in understanding and utilizing data effectively to drive decision-making and improve organizational outcomes. Work closely with IT staff to ensure the security, stability, and performance of knowledge management systems.


• Maintain and enhance the municipality’s knowledge management systems and repositories. Ensure information is well-organized, accessible, and up-to-date, supporting efficient knowledge sharing and retrieval.


• Create and manage content for knowledge management systems and open data portals, including documentation, guides, and best practices. Ensure all content is accurate, relevant, and aligned with organizational needs.


• Facilitate knowledge sharing across departments through best practices, tools, and techniques. Promote the integration of open data and knowledge management practices into organizational processes.


• Conduct training sessions and provide support to employees on knowledge management tools, EDRMS, open data platforms, and data literacy. Assist with onboarding new staff in these areas.


• Monitor and analyze the usage and effectiveness of knowledge management systems, open data initiatives, and EDRMS. Generate reports and insights to guide improvements and demonstrate impact.


• Collaborate with internal departments and external stakeholders to identify knowledge and data management needs. Collaborate with IT and other relevant teams to integrate knowledge management, data governance, and literacy practices.


• Oversee the publication, maintenance, and quality control of open data sets. Ensure that open data initiatives adhere to relevant policies, standards, and best practices, and enhance public transparency and accessibility. Lead the Open Data Working Group and Open Data community of practice.


• Ensure compliance with laws and regulations related to information management.


• Review City datasets and electronic documents for adherence to defined standards (examples of datasets include Human Resources, Finance, Public Health).


• Evaluate existing conditions, determine, or identify technical requirements, evaluate alternatives for capacity planning for continuous improvement.


• Provide expertise towards the development of long-term strategies for Knowledge Management.


• Understand and monitor the regulatory and security requirements for data, documents, and records as they relate to the municipal government sector; ensure that compliance to policies and procedures is maintained while also ensuring the availability and sharing of critical City and highly sensitive data such as Human Resources and Financial Systems and Public Health Records.


• Responsible to lead the development of business case proposals for enterprise initiatives in collaboration with IT and departmental peers for Data Governance and new data policies.


• Responsible to propose and oversee projects and the project portfolio related to Knowledge Management.


• Assess, review, and recommend new technology opportunities related to Knowledge Management and how these will impact the organization’s Knowledge Management operations.


• Keep current with trends and issues within the Knowledge Management space, adapting and transforming the City’s Knowledge Management processes and technologies to enhance decision making opportunities through formalized governance, standards, processes, and tools.


• Champion preventative maintenance and monitoring of the City's data management infrastructure and solutions, while developing the guiding principles and framework which establishes standards and continuous improvement methods.


• Stay current with industry best practices, changes or advances.


• This position may be required to be on Standby/On Call.


• Work in accordance with the City of Hamilton’s Corporate and IT policies, processes and procedures; contributes to the creation and sustainment of technology frameworks and architectures and tools.


• Perform other duties as assigned, which are directly related to the major responsibilities of the job.

QUALIFICATIONS

1. University degree in Computer Science, Data Management, Information Management, Library Science, Data Science, Business Administration, or a related field. A Master’s degree or relevant certification is an asset.


2. Minimum of 3 years of experience in knowledge management, information management, data governance, or a related field. Experience with open data, EDRMS, and data literacy initiatives is highly preferred. Experience in a municipal or public sector environment is also desirable.


3. Strong knowledge of knowledge management systems, open data practices, and EDRMS.
   


4. Proficiency in data governance frameworks and tools.


5. Experience or knowledge of the data requirements for Regional and Municipal Governments.


6. Progressive technical knowledge and knowledge of best practices in Information Technology service delivery such as SDLC, PMBOK, DAMA DMBOK, COBIT and ITIL


7. Proven leadership and problem-solving abilities


8. Knowledge of technologies/solutions/platforms from Sharepoint Online, ShinyDocs, OpenText, Intelex, Purview, Laserfiche and others considered an asset.


9. Strong understanding of how business units (such as Human Resources, Finance, and Operating departments, etc.) will have different data uses and requirements.


10. Ability to develop and deliver training programs on data literacy and knowledge management.


11. Solid interpersonal skills. Advanced ability to coach and mentor staff.


12. Strong project and change management skills and/or substantial exposure to project-based work structures. Proficiency and experience in gathering user requirements, understanding business processes and creating solutions based upon requirements.


13. Excellent critical thinking, evaluation and analytical skills and the ability for long-term visioning and strategic thinking.


14. Demonstrated experience defining system requirements and preparing specifications and architectural designs for the integration, implementation and support of data technologies into the existing network infrastructure.


15. Demonstrated organizational skills along with excellent documentation and report writing ability.


16. Well-developed communication skills. Demonstrated ability to communicate with staff at all levels and external partners and stakeholders with varying levels of technical knowledge. Highly developed ability to articulate a vision to lead and inspire others.

 

Disclaimer:

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms:

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.