Legislative and Privacy Coordinator (PFT) (NU 8.24)
Norfolk County, Canada
Job Description
Basic Function:
Receive and document Freedom of Information requests, review and prepare briefing memos to be approved by the Deputy Clerk to provide background information for the Clerk’s decision respecting Freedom of Information requests for access to records.
Coordinate confidential Closed Council agendas and minutes based on direction from the Clerk and/or Deputy Clerk. Provide confidential administrative support to the County Clerk and Deputy County Clerk. Assist with the County’s confidential digital and physical records program. Support municipal elections as directed by the Clerk.
Position Description:
- Assist in receipt and tracking of Freedom of Information requests submitted to Norfolk County.
- Prepare briefing memo for review and approval by Deputy Clerk/Clerk regarding responsive records identified, potential exemptions to access, and relevant IPC Orders.
- Review records, provide advice to staff and the public on routine FOI requests / questions, assist with complex FOI requests, prepare relevant correspondence in accordance with the legislation and ensure compliance timelines.
- Assist in the development, implementation and maintenance of a robust privacy program including Privacy Impact Assessments, Personal Information Banks and a Privacy Breach protocol.
- Assist with the corporate electronic records management system and work in collaboration with the Legislative and Records Coordinator in implementing and training within the corporation.
- Assist Clerk with the maintenance of all confidential corporate records according to the retention period and manage access as directed by the Deputy County Clerk and / or County Clerk.
- Assist with municipal elections related to but not limited to:
- Assistance with organization of elections in collaboration with the County Clerk and Elections Coordinator
- Prepare candidate information packages, documents and forms as approved by the Clerk.
- Maintenance of the County’s electronic elections database as provided through a third party vendor
- Maintenance, storage and destruction of municipal election records as per the Municipal Elections Act
- Prepare Closed Council agendas, minutes (where applicable) and correspondence. Maintain Closed Session Reports Pending database.
- In the absence of the Deputy Clerk, will be required to support closed session meetings by taking minutes etc.
- Provides back up to the County Clerk in the absence of the Deputy Clerk.
- Provide confidential administrative support to the County Clerk and Deputy Clerk.
- Other duties as assigned.
Requirements
Knowledge and Experience:
- Records Management Certificate/Diploma or equivalent.
- Privacy, Access and Information Management Certificate is considered an asset
- Experience within a Clerk’s Office and / or political setting is considered an asset
- Previous experience with municipal elections.
- Comprehensive knowledge of Municipal Freedom of Information and Privacy Act and the Municipal Elections Act, the regulations, policies and principles of other related legislation.
Skills and Abilities:
- Excellent organizational, interpersonal and research skills.
- Ability to review and evaluate records, interpret various legislation, identify inconsistencies and know when to refer to the Supervisor.
- Ability to determine and identify priorities in situations of multiple deadlines.
- Accuracy and attention to detail.
- Ability to gain knowledge of core programs, organization structure and priorities of the department and the County.
- Ability to maintain confidentiality and discretion when handling all records, closed Council documentation and FOI requests.
- Knowledge of Municipal policies and procedures.
- Strong knowledge of computer systems and current software (Microsoft Office 365, scanners, e-agenda software etc.)
- A valid Ontario driver’s licence and access to a vehicle as travel is required.
- Must be aware of safe work practices as they relate to job responsibilities and work environment, and have the basic understanding of the Occupational Health and Safety Act.
Benefits
Posting #: NU 8.24
Title: Legislative and Privacy Coordinator
Status: Permanent Full Time
Employee Group: Non-Union
Salary: $63,081 - $78,853 per annum
Division: Office of the Chief Administrative Officer
Department: Council Services
Reports To: Deputy County Clerk
Location: County Administrati