Legislative Compliance Co-ordinator

3 months ago

Greater Sudbury, Canada City of Greater Sudbury Full time

**Section**: Clerk's Services
**Division**: Legal and Clerk's Services
**Department**: Corporate Services
**Initial Reporting Location**: Tom Davies Square

**Job Status**: Contract Position
**Estimated Probable Duration**: Seven (7) Months

**Affiliation**: Non union
**Hours of Work**: 70 hours bi-weekly
**Shift Work Required**: No
**Range of Pay**: Group 11 - $3,104.50 to $3,654.70 bi-weekly

**The start date will follow the selection process.**

**Characteristic Duties**: Under the general direction of the Manager of Clerk’s Services/Deputy City Clerk.

1. Assist the Manager of Clerk’s Services/Deputy City Clerk in the organization and delivery of all aspects of municipal elections, ensuring that the election is in compliance with the Municipal Election Act and other relevant legislation.
2. Recruit, supervise, train and guide election officials including assignment of officials to voting locations.
3. Coordinate election logistics, including monitoring of the election budget, preparing Request for Proposal’s (RFPs), selection of voting stations, security of election materials, and development of training modules and manuals.
5. Perform all other election duties as assigned and as outlined in the Election Plan.
6. Clerk Council and/or Committee meetings and assist in the entire legislative process including responding to inquiries from the public and staff for Committees and/or Council as required.
7. Provide advice on legislative protocols and Rules of Procedure at meetings of Committees and/or Council.
8. Oversee the intake and processing of requests, including those of a confidential and/or employment related nature, under the MFIPPA and other related legislation by maintaining an accurate Freedom of Information (FOI) tracking list to ensure compliance with legislative timelines.
9. Assess, coordinate and process information and prepare responses to all FOI requests, including creation of the inventory of records, development of fee estimates and issuance of third party notifications as required.
10. Exercise delegated authority from the “Head” under legislation to issue Notices of Decision related to FOI requests and manage files appealed to the Information and Privacy Commission of Ontario. Provide advice and coordinate response to privacy breaches occurring in the Corporation.
11. Develop all new protocols and master templates used in the FOI process.
12. Develop, lead and attend training sessions regarding FOI and privacy requirements and breach protocol, ensuring departmental understanding of the legislative requirements.
13. Compile the IPC Year-End Statistical Report of all FOI inquiries and request for corrections to personal data.
14. Oversee the implementation, training, and co-ordination of the records management program for corporate records, including coordination of the movement of records to, within and from the Records Centre, maintenance of an inventory of permanent records and destruction of inactive records in accordance with legislation and policy.
15. Maintain up-to-date descriptions to identify and locate municipal information and develop Personal Information Data Banks as required under MFIPPA.
16. Serve as corporate lead on Accessibility, ensuring compliance with the Ontarians with Disabilities Act and Accessibility for Ontarians with Disabilities Act. Monitor changes in legislation, regulations and best practices related to Accessibility and advise management on same.
17. Complete research, compile information and prepare reports as requested. Facilitate and manage special projects (as for example ward boundary reviews or records automation projects) related to legislative compliance as assigned.
18. Serve as an officiant under the Marriage Act.
20. Assist in the development of standard operating procedures in areas of responsibility.
21. Assist the Manager of Clerk’s Services/Deputy City Clerk with the administration, operations and activities of the Provincial Offences court, ensuring the efficient administration of Justice.
22. Assist and provide relief to the Manager of Clerk’s Services/Deputy City Clerk as required.
23. Act as Commissioner of Oaths.
24. Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
25. Perform other related duties as required

**Qualifications**:
**Education and Training**:

- Degree in Public Administration or related discipline (e.g. Public Administration, Law, Political Science) from a recognized University with Canadian accreditation.
- Must be, or have ability to become, a Commissioner of Oaths. Additional education initiatives to update and expand competencies.

**Experience**:

- Minimum of two (2) years of related municipal experience or records management experience.

OR

**Education and Training**:

- Diploma in a Business, Legal or related discipline (e.g. Business Administration, Law Clerk) from a recognized Community College with Canadian accr

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