Position Summary

Reporting to the Manager, Legislative Services / Deputy City Clerk, the Senior Information Governance Officer will provide expertise, guidance and co-ordinate department activities related to the Access and Privacy program and the Information Governance program and the City’s Electronic Document and Records Management System. The incumbent will work to achieve approved service levels for the two programs through the coordination of staff, work activities and assignments. The incumbent will also be responsible for implementing procedures for managing Freedom of Information requests, protecting privacy and other records, information management and information governance activities as required.

Key Duties and Responsibilities

Information Governance

• Provide expert level advice, guidance and support to City staff on information governance
• Develop Information governance policies, procedures, practices and protocols for the City to ensure that the City is complaint with legislation and aligned to best practices
• Identify, analyze, investigate, review, audit and resolve issues related to Information Governance
• Provide leadership to the implementation and maintenance of the Electronic Document and Records Management System in cooperation with Information Technology and stakeholders
• Ensure security and control over highly sensitive and confidential information (including human resource records, personal information and council closed session matters)
• Coordinate the work of the Division’s Information Governance team to ensure effective and efficient delivery of program
• Provide training to staff on all topics related to Information Governance

Access and Privacy

• Coordinate the City’s Access and Privacy Program, including responsibilities under the Municipal Freedom of Information & Protection of Privacy Act (MFIPPA)
• Lead the processing of Freedom of Information (FOI) Requests under MFIPPA from initial request to final decisions including:
  • Collecting, analyzing and deciding on the release of records based on legislative exemptions
  • Preparing decision letters with respect to specific exemptions, fees and appeal rights under MFIPPA
  • Researches and analyzes case law and IPC precedents, and consults with stakeholders to ensure their views and concerns are taken into account in the application of discretionary exemptions to disclosure
  • Liaises with the Information and Privacy Commissioner of Ontario regarding any FOI request appeals, privacy complaints and privacy breaches
• Respond to requests for and conducts Privacy Impact Assessments in collaboration with appropriate stakeholders
• Completes the annual IPC statistical reporting with respect to FOIs
• Provide training to staff on all topics related to Access & Privacy

Duties and Responsibilities Cont'd (if applicable)

Education and Experience

• College diploma or University Degree in a related field
• Certifications and/or courses in Records Management, Information Management, Information Governance, Information Access and Protection of Privacy is an asset
• CIPP/C Certification (Certified Information Privacy Professional–Canada Certification) is an asset
• 3-5 years related experience
• Experience with Electronic Records Management Systems and Technology (Gimmal, SharePoint Online) is an asset

Required Skills/Knowledge

• Experience in reviewing government records for exemptions under MFIPPA and ensuring that access to personal health information is done according to the principles of PHIPA, or comparable legislation from other Canadian jurisdictions
• Extensive knowledge of MFIPPA, PHIPA, relevant City by-laws, and Orders of the Information and Privacy Commissioner, especially orders pertaining to the municipal environment, or comparable legislation from other Canadian jurisdictions
• Considerable experience in preparing reports and the application of relevant information to support policy analysis and decision-making
• Ability to establish effective working relationships with staff, client divisions, outside agencies and Members of Council
• Sound judgment and ability to handle matters of a confidential, political and/or sensitive nature
• An intermediate level of Microsoft Office Suite (Word, Outlook, Excel, PowerPoint) is required
• Demonstrates good judgment and makes sound decisions
• Shows commitment to personal growth, development, and leadership opportunities
• Shares new ideas and challenges the status quo
• Proven written and verbal communication skills with the ability to communicate with honesty, openness, respect, and trust
• Takes initiative to participate in a culture of learning, mentoring, and sharing
• Contributes to building and being a part of a positive culture
• Demonstrate the City’s corporate values of care, collaboration, courage and service
• Leadership Competencies
• Demonstrates personal leadership
• Builds people and culture
• Cultivates open communication
• Shapes the future
• Navigates and leads through complexity and change

Leadership Competencies