Manager, Records

2 weeks ago

London, Canada City of London Full time

File Number: 605- Service Area: Legal Services- Division: Clerk's Office- Position Type: Full Time - Permanent- Employee Group: Mgmt Non Union- Job Close Date: 27 NOV 2023**Summary of Duties**:
Reporting to the Deputy City Clerk, the Manager Records and Information Services is responsible for administering and managing the requirements of the Municipal Freedom of Information and Protection of Privacy Act including information access and privacy matters. This position is responsible for implementing and managing the corporate records management program, and for assisting with the operation and management of the City Clerk’s Office.

**Work Performed**:

- Contribute to the development and implementation of strategic initiatives for Corporate Records and Document Services team to meet Council’s Strategic Plan. Accountable for effectively managing corporate records, documentation services, information access and privacy business units in the City Clerk’s Office.
- Manage the Corporate Records and Document Services team including hiring, coaching, administration and performance aspects of reporting staff. Respond to sensitive and confidential human resource issues as required.
- Oversee a team of employees in the Corporate Records and Document Services team. Provide leadership in the execution and delivery of services and programs in the following areas of accountability:

- Develop, implement and maintain corporate records and document management systems, strategies, policies, directives and procedures to ensure the City’s compliance with legislation relating to records access, privacy and retention.

**.**:

- Process all formal access to information requests made under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) in accordance with the legislation and regulations.
- Liaise with the Information and Privacy Commissioner of Ontario to resolve information access appeals and complaints and respond to, investigate and attempt resolution of corporate privacy breach complaints and potential privacy breaches.
- Oversee notice requirements under various acts, regulations, and corporate by-laws and prepare appeal packages to the Ontario Land Tribunal.
- Draft and assist with the drafting of by-laws and reports.
- Develop and supervise the implementation or records management, information access and privacy, and document services training programs for City staff.
- Provide information access and privacy expertise, advice, guidance and training to all service areas and corporate project teams on matters relating to the Municipal Freedom of Information and Protection of Privacy Act. Conduct privacy impact assessments as required.
- Assist the City Clerk in the management of the City Clerk’s Office as a member of the management team.
- Assist the City Clerk with the municipal election process.

**.**:

- Provide input to the development of the annual operating budget for Legal Services. Manage the budget for Corporate Records and Document Services Team, prepare associated documents i.e., business plans, business cases and presentation documents as required. Manage and promote stewardship of financial and organizational resources.
- Attend Council and Committee meetings as required including back-up for preparation of minutes and reports.
- Provide updates information and professional opinion to the Deputy City Clerk on priorities with responsibility to operationalize identified goals and strategies.
- Encourage and support employee participation and commitment to divisional and organizational objectives. Actively mentor, provide development opportunities and build team performance with direct reports.
- Fairly and consistently administer provisions of various collective agreements to promote resolution of grievances. Provide representation at mediation and arbitration proceedings as required.
- Participate in and support a culture of enterprise-wide collaboration. Promote opportunities to work across Divisions and Service Areas in support of strategic initiatives.
- Demonstrate commitment to anti-racism, anti-oppression, and human rights through interactions with community partners, employees and individuals and ensure that policies, programs and protocols reflect this commitment.

**.**:

- Demonstrate commitment and adherence to Health and Safety legislation and programs; and actively promote a culture of safety with direct reports.
- Identify, adapt and implement improvements in service delivery methods and procedures to improve service delivery within areas of responsibility.
- Build capacity among employees for evidence-informed decisions supported through data collection and analytics.
- Adhere to the Procurement of Goods and Services Policy; includes the responsibility of delegation of procurement initiation approval authority and delegation of approval authority for professional consulting services as per policy amounts.
- Prepare responses to inquiries from elected official

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