Manager, Access

Job Description

JOB TITLE: Manager, Access & Privacy

DEPARTMENT: Legislative Services

POSTING NUMBER: 106651

NUMBER OF POSITIONS: 1

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 City Hall

SALARY GRADE: 7

HIRING SALARY RANGE: $111,485.00 - $125,421.00 per annum

MAXIMUM OF SALARY RANGE: $139,356.00 per annum

JOB TYPE: Management and Administration

POSTING DATE: March 13, 2025

CLOSING DATE: April 3, 2025

AREA OF RESPONSIBILITY:

Reporting to the City Clerk, the Manager, Access and Privacy is responsible for leadership, management, planning and controlling of all activities within the Access and Privacy unit, to meet operational efficiencies and the corporate goals and objectives.

1. OPERATION STRATEGY

- Acts as the organizational lead and corporate advisor for the development and enhancement of the Access and Privacy frameworks, policies, practices and tools to ensure regulatory compliance and alignment with the Corporation mission.
- Manages and oversees operational activities including but not limited to FOI requests, appeals, privacy related complaints and or privacy breach, facilitation of Privacy Impact Assessment (PIA).
- Interprets, analyses, and applies the appropriate legislations to resolve complex FOI requests, appeals to the Information and Privacy Commissioner, privacy breach and Privacy Impact Assessment (PIA).
- Develops and implements strategy for enhancing mandatory training programs/opportunities regarding Access and Privacy available to all staff across the Corporation to promote awareness of Corporate policies, procedures and relevant legislation.
- Collaborates with the City Clerk, Chief Information Officer (CIO) and Manager, Information Governance, in planning and organizing and control of the enterprise document and records information management system(s); develop new processes, policies, and structures regarding information and data governance.
- Manages the corporate programs including City's Privacy Risk Assessment (PRA) Program and Privacy Impact Assessment (PIA) Program, providing public access to corporate records and protects the privacy, confidentiality and security of personal and proprietary information, in compliance with the Municipal Act, 2001, Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
- Develops and maintains strong access and privacy networks with other municipalities and other levels of government.
- Develops and maintains strong positive working relationships with the Information and Privacy Commissioner of Ontario (IPC) and other regulatory bodies and stakeholders as assigned.
- Supports business continuity planning processes as required.
- Manages and develops Standard Operating Procedures to meet departmental goals and objectives.

- STAFF MANAGEMENT

- Establishes position recruitment and selection criteria, training and development opportunities, and recruits, interviews and hires program staff to meet the strategic goals and objectives.
- Accountable for the formal performance management process and annual review for non-union direct reports through regular meetings to discuss individual performance.
- Provides direct management of non-union staff. Ensure proper work scheduling and functional assignments to meet program requirements and customer service needs. Create and monitor workplace standards for all roles.
- Ensures staff's development needs are identified and that training and development opportunities are presented, while mitigating risk to project delivery and operational excellence.
- Ensures staff have information, training and qualifications to comply with all City Human Resource and legislated (i.e., Health & Safety) regulations.
- Recruits and provides coaching and performance evaluations for applicable staff.
- Manages external contracts related to the various programs (i.e., VAYLE software).
- Manages, coaches and provides guidance to promote effective employee relations and encourage increased morale, innovation and productivity toward the successful accomplishment of the Service Plan goals and objectives.

- CUSTOMER SERVICE

- Provides guidance, advice, counselling as required to resolve escalated customer concerns through effective investigation, mediation and conflict resolution.

- RELATIONSHIP MANAGEMENT

- Builds and fosters strong working relationships and collaborative arrangements with internal and external customers, stakeholders and government agencies to promote, develop and integrate the Service Plan goals and objectives that drive business solutions.
- Participates as a member of City Clerk's Office Management Team.

- COMMUNICATION AND INTEGRATION

- Measures team and program/project performance (i.e., metrics, KPI's, etc.), methods and practices against standard industry practices, especially related to government services in Canada.
- Prepares and coordinates regular communication of current and relevant program information including project progress reports, portfolio metrics, budget status, resource status and executive briefings for the City Clerk; prepares and publishes statistics, reports and other communications to staff, clients and key stakeholders.
- Communicates effectively and establishes links with stakeholders to identify needs and evaluate alternative business solutions to meet the strategic goals and objectives.

- CORPORATE CONTRIBUTION

- Provides leadership to all activities related to the development, implementation, administration, maintenance and compliance practices and procedures for access and privacy.
- Guides departmental staff and project teams on all aspects of solution development and client-related requests and issues. Align activity to corporate and departmental strategic goals and objectives to meet or exceed customer specifications.
- Monitors policies, procedures and standards to adhere to applicable law, regulations and City standards. Conducts audits and facilitates training to ensure compliance with Access and privacy legislation.
- Helps to educate and inform internal clients to manage expectations.
- Anticipates, assesses and evaluates internal and external factors and trends that affect the organization such as technological and organizational practices and recommend strategies to implement measures and mitigate risks.
- Maintains knowledge of City policies and practices, legislation, regulations and Standard Operating Procedures (SOPs).

- BUDGET MANAGEMENT

- Assists in preparing the Divisional budget.
- Administers own area's budget, monitors and controls spending.
- Manages program procurements and administers service delivery contracts.
- Prepares regular financial reports and detailed cost benefit analysis for recommended changes.
- Uses effective resource and expense management at all times to meet corporate policies and guidelines.

- TEAMWORK AND COOPERATION

- Provides support and assistance, as required, for other functions of the City Clerk's Office.
- Performs various election duties in the municipal election, as required.
- Leads and manages projects and program initiatives.
- Fosters engagement and contributes to the building of consensus to achieve Service Plan goals and objectives.
- Works collaboratively within a team environment to achieve Service Plan goals and objectives while respecting diverse cultural backgrounds and perspectives.
- Demonstrates corporate values at all times.

SELECTION CRITERIA:

Education:

- Bachelor's degree or diploma in related field (e.g., Public Administration, Privacy or Law), or approved equivalent combination of education and experience.

Experience:

- Minimum of 5 years of experience in municipal setting, with demonstrated leadership experience.
- Experience in privacy and/or legal field is preferred.
- Demonstrated knowledge of Privacy related legislations, including but not limited to Municipal Freedom of Information and Protection of Privacy Act and Information and Privacy Commissioner Orders.

OTHER SKILLS AND ASSETS:

- Accreditation as AMCTO Member
- Knowledge of legislation related to information governance, including information access and privacy management
- Strong knowledge of automated systems related to management and data configuration, databases and electronic records management functionality in document management and collaborative systems.
- Advanced knowledge and experience with MS Office applications (Word, Excel, PowerPoint)
- Strong knowledge of corporate systems, including but not limited to, M365, including SharePoint, Outlook, OneDrive, Teams; etc.
- Thorough knowledge of Municipal, Regional, Provincial and Federal Governments and applicable Legislations is an asset.
- Outstanding communication, project management and presentation skills to convey complex information to all levels of the company.
- Ability to influence others when presenting complex programs, plans and recommendations to both technical and non-technical audiences.
- Solid Negotiation skills to negotiate with key stakeholders, vendors and consultants to ensure optimal resources are in place to meet project and operational deliverables.
- Ability to provide functional and technical expertise combined with solid analytical skills for complex problem solving.
- Solid organizational skills; detail oriented, well organized and able to prioritize complex tasks with critical deadlines.
- Project Management experience and methodology is an asset.

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