AREA OF RESPONSIBILITY:
Reporting to the Deputy Clerk, Records and Information Management, act as the City’s “subject matter expert” on matters related to access to information and protection of privacy, including the application of the Municipal Freedom of Information & Protection of Privacy Act (MFIPPA) and related legislation. Process access to information requests (FOI requests), promote the routine disclosure of information and good record-keeping practices. Complete privacy impact assessments, investigate privacy breaches and promote a culture of privacy protection. Advise staff across the organization on best practices, develop and deliver training and provide support to project teams as required. Provide work direction to the FOI Clerk.
- Receive and process access to information requests submitted to the City of Brampton. Clarify requests as required and direct requestors to existing disclosure processes as appropriate. Requisition records from the appropriate business units. Review the records and formulate a decision on access for each request by applying relevant legislation (MFIPPA, PHIPA, Copyright Act) and corporate policies. Prepare the records for disclosure by redacting information that is exempt from disclosure. Communicate decisions to requestors and affected parties, collect associated fees, and disclose records as appropriate.
- Respond on behalf of the City when decisions on access are appealed to the Information and Privacy Commissioner of Ontario (IPC). Liaise with the assigned mediator to achieve a mediated resolution. In cases where appeals proceed to adjudication, prepare and submit written representations in support of the City’s position. Consult with internal and external legal counsel as required. Implement Orders of the IPC.
- Receive and investigate privacy-related complaints. Work with affected business units to implement business process changes as appropriate to improve privacy protection practices.
- In cases of a privacy breach, implement and coordinate the City’s privacy breach protocol (respond to the privacy breach, contain the breach, investigate the cause of the breach, notify affected parties, implement change to improve privacy protection practices). Liaise with the IPC and implement Orders and recommendations that result from privacy breach investigations.
- Complete Privacy Impact Assessments (PIA) for new and/or enhanced services, technologies, and/or systems that involve personal information in accordance with the Privacy Impact Assessment Standard Operating Procedure. Provide recommendations, as required, to project teams and program areas to improve privacy protection. Conduct periodical reviews of completed PIAs to track implementation of recommendations and to identify and assess risks to the corporation.
- Respond to public inquiries related to access to information and privacy protection. Communicate and explain City practices and policies and relevant provincial and federal legislation. Monitor the email@example.com email account.
- Act as an advisor to all departments on the interpretation of MFIPPA and associated legislation. Provide guidance to staff on access to information and privacy protection and promote best practices.
- Provide training on access to information and privacy protection to all staff, existing and new, as required. Promote awareness of corporate policies and procedures and relevant legislation.
- Produce the annual report to the IPC.
- Produce the annual report to Council and assist the Manager of Records and Information Management with other reporting to senior management or Council, as required.
- Participate in networking groups to keep current with the practices of other municipalities and other levels of government. Share resources and information.
- Maintain the Personal Information Banks (PIBs), as required by legislation.
- In the capacity of Deputy Division Registrar, issue marriage licenses and burial permits as required.
- In the capacity of a Delegate of the City Clerk, perform civil marriage ceremonies as required.
- In the capacity of Commissioner of Oaths, take affidavits and administer other legal oaths, affirmations and declarations as required.
- Provide support, as required, to the Records and Information Management team and the Clerk’s Office.
- Assist with municipal elections, as required.
- Post-secondary degree or diploma in public administration, law or Information management or equivalent experience in a related field;
- Minimum 2 to 4 years’ municipal government experience or equivalent;
- Demonstrated knowledge of the Municipal Freedom of Information and Protection of Privacy Act and Information and Privacy Commissioner Orders;
- Excellent research skills;
- Excellent interpersonal and customer services skills;
- Exceptional organizational and detail oriented skills, including the ability to prioritize work;
- Ability to work independently and as part of a larger group;
- Demonstrated judgement, tact and diplomacy skills;
- Excellent verbal and written communication skills including MS office suite software, Adobe Acrobat and automated records management systems.
Closing Date: 30 October 2017