Records & Freedom of Information Coordinator

1 month ago

Lake, Canada Town of Ajax Full time

**Experience it - Ajax**

The Town of Ajax, situated on the northern shore of Lake Ontario, is an innovative municipal sector leader that provides a variety of services to one of the fastest growing communities in Ontario. With over 120,000 residents, Ajax's rich heritage and culturally diverse community make it a great place to work and live.

**Records and FOI Coordinator**:
Reporting to the Manager of Legislative Services/Deputy Clerk, the Records & FOI Coordinator supports all departments within the corporation by providing guidance and leadership on the Town’s Records and Information Management (RIM) program. The position strives to make the Town a leader in progressive RIM practices that focus on creating positive end-user experiences and demonstrate the value of the RIM program while promoting industry best practices and maintaining legislative compliance. Through the recently approved RIM Strategy, the position will champion the modernization of the Town’s information management practices. Reporting to the Manager of Legislative Services/Deputy Clerk, the portfolio and its responsibilities include the following:
**Job Duties Include**:

- Responsible for continuous improvement of the Town’s RIM Program. Collaborates with internal and external stakeholders and provides ongoing support to Town staff to improve records management practices.
- Determines how the RIM program can best add value to the organization in accordance with the Town’s direction, goals and strategies.
- Builds formal and informal professional networks, and extends these networks within, across and outside organizational boundaries.
- Serves as an expert on relevant legislation that affects the corporate RIM program, privacy obligations, and freedom of information processes.
- Administers and maintains the Town’s electronic document and records management systems (EDRMS) software and associated records collections. Continuously evaluates the Town’s EDRMS software implementation to identify opportunities to improve electronic records management practices.
- Administers and maintains the Town’s physical records collection utilizing appropriate software. Develops and enacts strategies for the gradual digitization of the Town’s physical records collection.
- Works with Technology & Innovation (IT) to continuously improve the Town’s electronic records management practices. Participates in privacy reviews of Town programs, services, and software.
- Implements recommendations of the RIM Strategy, including a migration to SharePoint over the next several years.
- Conducts Privacy Impact Assessments of Town programs, services, and software changes involving the use or collection of personal information.
- Recommends policy and business process changes based on analysis of privacy risks and best practices.
- Administers the FOI submission process and responds to FOIs in an expeditious manner. Develops strategies to increase routine disclosure of Town records and improve the FOI process for all stakeholders. Provides exceptional customer service to individuals and organizations seeking access to Town records through the Freedom of Information (FOI) process.
- Responsible for maintaining, updating and delivering corporate training programs on records and information management, privacy, and freedom of information processes.
- Serves as chair of the Town’s internal RIM Liaison and RIM Steering Committees, and provides direct support to assigned staff from each department.
- Prepares annual reports to the Information and Privacy Commissioner (IPC) and makes representations in response to appeals and privacy complaints submitted to the IPC.
- Administers the Town’s corporate shredding bin program.

**Qualifications/Skills**:

- Undergraduate degree in Information and Records Management, Library and Information Services, Computer Science, or an equivalent program;
- Minimum three (3) years progressively responsible experience is required;
- Experience in the broader public sector is an asset;
- Certified Records Manager accreditation is an asset;
- Courses in Archival Practices are an asset;
- Ability to understand problems at a systemic level and to design, propose, implement and communicate solutions that improve the overall RIM program and work for stakeholders is required.
- Experience in Records and Information Management, Freedom of Information legislation, and Records Storage Centre Management are an asset.
- Experience in privacy
- Excellent inter-personal and communication skills (both oral and written).
- Excellent organization, time management, prioritization, and project planning skills.
- Excellent customer service skills.

**What We Offer**:

- Salary of $ 76,581 - $95,725 per year
- Hours of Work: This is a non-union position that works 35 hours per week. The hours of work are Monday to Friday from 8:30 a.m. - 4:30 p.m.
- Hybrid Work Program: The Town offers a Hybrid Work Program. A flexible work arrangement,

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