IMAGE LIBRARIAN

• Job ID: 62316
• Job Category: Records & Information Management
• Division & Section: City Clerk's, City Clerk's Strat Protocol & Ext Rel
• Work Location: City Hall, 100 Queen St. W, Toronto, ON M5H 2N2 
• Job Type & Duration: 1 Permanent, Full-Time Vacancy
• Hourly Rate: $49.66 - $54.43
• Shift Information: Monday to Friday, 35 Hours per Week
• Affiliation: L79 Full-Time
• Number of Positions Open: 1
• Posting Period: 27-Apr-2026 to 11-May-2026

Job Description:

The Image Librarian creates, implements, develops and maintains the City’s Image Library, overseeing governance, procedures, and workflows for digital image and videos, which establishing quality control of standards for description and cataloguing, the lifecycle management of City records and preservation for archival storage. Working with the Photo Video team and divisions throughout the organization, the Image Librarian delivers City-wide digital asset management services, training, consultations, and user-centered solutions to improve the storageand use of City photography and video products and ensures security and compliance with privacy and other information management policies and legal requirements.

Major Responsibilities:

• Researches, evaluates, develops, recommends and implements best practices in taxonomy and metadata tagging, educating stakeholders through training, information sessions, and communities of practice.
• Oversee the development, modification, and staff use of descriptive metadata to maintain consistency and intellectual control within the Image Library across all City divisions.
• Verifies and authorizes the destruction of inactive or transitory records, ensuring appropriate documentation and divisional approvals.
• Provides guidance and support to City divisions in the description, contextualization and classification of images and videos through collaboration, custom workflows, and technology integration.
• Collaborates with photographers, videographers, and content creators to ensure quality, relevance, and compliance with City standards in the management and use of visual assets.
• Performs gap analyses of business-controlled metadata, vocabularies, and taxonomies to develop strategic recommendations to resolve inconsistencies and improve discoverability.
• Assists clients with accessing and utilizing image assets for various purposes including communications, social media, and public display.
• Ensures efficient asset handling to support internal operations, collaboration and public-facing initiatives, reduce duplication of work, and mitigate privacy and copyright risks.
• Leads client division consultations and implements standards for image cataloguing and minimum metadata, ensuring legislative compliance for privacy and copyright.
• Selects and curates images for divisional use, particularly for communications and outreach initiatives.
• Conducts ongoing reviews of tagged images to ensure metadata accuracy, quality, and compliance with tagging standards.
• Ensures effective vendor relationships, accountability for contracted work, and support for system sustainment and upgrades.
• Liaises with Technology Services Division to ensure that the Image Library system (e.g., Fotoware) remains functional, secure, and up to date.
• Evaluates divisional needs related to image management and use, and proposes solutions to enhance image access, usability, and Digital Asset Management system performance.
• Builds city-wide awareness of digital asset management practices and tools through strategic outreach and engagement.
• Participates in technology procurement and enhancement initiatives, including testing, bug tracking, and feature improvement documentation.
• Provides photo research and reference services to internal clients and maintains usage statistics and reporting.
• Coordinates with Strategic Protocol & External Relations, Corporate Information Management Services, Archival Services, and divisional staff to ensure proper collection, storage, records classification, retention, and disposal of digital assets in accordance with City standards and the Information Management Accountability Policy.
• Leads enhancement projects by conducting in-depth research on business requirements, emerging technologies, and legislation to ensure alignment with corporate standards.
• Oversees administration of the Image Library to ensure the consistent application of corporate standards and protocols, including the City's Visual Identity Program.
• Designs and delivers training programs on image library tools, metadata standards, retention policies, and digital asset workflows.
• Develops educational resources and support materials such as user guides, job aids, fact sheets, and videos to empower users and promote consistent practices across divisions.
• Educates stakeholders and builds corporate awareness through training and information sessions.
• Serves as a subject matter expert and consultant to City divisions, and communications teams on legal, technical, and classification matters relating to photography and video workflows and publication
• Support the work of the Photo Video team through assisting with scheduling and intake as well as with complex photo and video assignments

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. A master’s degree in information science or equivalent combination of related education and experience required.
2. Extensive experience in digital asset management systems (Fotoware), relational databases, and web-based information management technologies
3. Considerable experience in managing digital records, media assets, and information in a major public or private sector organization.
4. Experience conducting research and analysis in a records and information management field; ability to conceptualize and develop options and recommendations to support decision-making.
5. Experience in establishing standards and developing policies, procedures and training material relating to managing digital records and information.
6. Experience as a system administrator, managing group-based access, search optimization, user centric design, and database report design
7. Thorough knowledge of legislation and bylaws relating to lifecycle management of information, and strong knowledge of copyright law, privacy, and MFIPPA.

You must also have:

• Knowledge of best practices in information management, analysis and design with applied knowledge of evolving technologies affecting information policies, standards, issues and resources.
• Effective organization skills to lead a service, training session and outreach meetings.
• Superior analytical, interpersonal, oral and written communication skills, problem solving and conflict resolution skills as well as client engagement.
• Strong facilitation skills including the definition of project purpose and objectives, project activities, milestones and deliverables, monitoring and tracking progress, communications to stakeholders.
• Experience in preparing comprehensive reports and correspondence.
• Ability to set and maintain priorities among competing demands
• Ability to establish and maintain effective working relationships with staff
• Strong customer service orientation along with a demonstrated ability to establish and maintain effective relationships with clients and stakeholders, including Elected Officials and Accountability Officers
• Excellent analytical skills to research problems to assess end-user needs and to recommend solutions
• Experience with software implementation and data migration projects
• Ability to manage relationships with vendors and contractors throughout solution delivery and sustainment processes, including installation, configuration, upgrades, issue management and quality assurance testing.
• Experience communicating best practices for digital preservation, file storage and backups data scrubbing and data clean-up of image metadata
• Proficiency in MS Excel tools such as Filtering, Sorting, Basic Formulas, Vlookup, PivotTables, PivotCharts, FlashFill, Conditional Formatting
• Experience with computerized office systems, MS Office (i.e. Word, Excel, Access and PowerPoint), Visio and classification database software packages.
• Experience with photographic production workflows and image life cycle management
• Ability to use professional photo editing tools (Adobe Photoshop, Lightroom, Bridge)
• Experience cataloguing, describing, tagging, keywording images and building and managing taxonomies and controlled vocabularies
• Experience applying metadata standards such as Dublin Core, IPTC, VRA Core
• Familiarity with government legislation around Occupational Health and Safety.

Equity, Diversity and Inclusion 

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.