JOB TITLE:  Coordinator, Access & Privacy

DEPARTMENT:  Legislative Services

POSTING NUMBER:  106293

NUMBER OF POSITIONS:  3

JOB STATUS & DURATION:  Full Time Permanent

HOURS OF WORK:  35-hour workweek

LOCATION:  Hybrid Model*– when working onsite, you will report to the location of West Tower.

SALARY GRADE:  5

HIRING SALARY RANGE:  $86,091.00 - $96,853.00 per annum

MAXIMUM OF SALARY RANGE:  $107,614.00 per annum

JOB TYPE:  Management and Administration

POSTING DATE:  September 9, 2024

CLOSING DATE:  September 27, 2024

AREA OF RESPONSIBILITY:

Reporting to the Deputy Clerk, Records & 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.

• 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 privacy@brampton.ca 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.

SELECTION CRITERIA:

EDUCATION:

• Post-secondary degree or diploma in public administration, law or Information management or equivalent experience in a related field;

REQUIRED EXPERIENCE:

• Minimum 2 to 4 years’ municipal government experience or equivalent;

OTHER SKILLS AND ASSETS:

• 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.

**Various tests and/or exams may be administered as part of the selection criteria.

Interview:  Our recruitment process may be completed with video conference technology.

As part of the corporation’s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation.  Any changes affecting this position will be communicated as information becomes available. *Our Hybrid Model is subject to change.  

If this opportunity matches your interest and experience, please apply online quoting reference #106293 by September 27, 2024 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.

As part of the application process, applicants will be invited to complete a self-identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions.  Should you wish to opt out of completing the survey, please select “prefer not to answer” as a response to each question.  All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable.  The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.

Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.

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