Corporate Privacy

The City of Markham is proud to be recognized for the 4th consecutive year as one of Canada's Best Employers by Forbes and Statista Inc. In 2024, the City of Markham is ranked the top city in Ontario and in the top 10 for Government Services. The recipient of multiple environmental awards, we are recognized for our innovative sustainability and urban planning initiatives as well as our fiscal accountability. More than 357,000 residents call Markham home and benefit from our rich heritage, culturally diverse environment, vibrant local economy and focus on quality of life.

Applications are now being received for the above position in the Legislative Services Department within Corporate Services Commission. To apply, please submit your resume and cover letter online by November 3, 2025.

Join us and make a lasting difference

JOB SUMMARY

The Corporate Privacy and Records Coordinator implements the Corporate Information Governance Program (CIGP), overseeing formal information access requests and coordinates initiatives to ensure compliance with privacy legislation (e.g., Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Provides corporate technical expertise in records management and the protection of personal privacy; provides guidance, training and education to staff. Coordinates advancement of the City's digital strategy and Open Data initiative by leading the creation of an environment of accessible, reliable data that meets legislative requirements and preserves the privacy of residents, customers, staff, and other stakeholders.

KEY DUTIES AND RESPONSIBILITIES

Program Development and Compliance

• Develops short- and long-range strategies to manage the CIGP, including implementing and maintaining an electronic content solution and identification of additional applications across the organization.
• Develops and implements CIGP policies and procedures and key performance indicators for compliance. Develops and implements protocols, procedures, forms, and guidelines for Routine Disclosure.
• Coordinates responses to access to information and privacy requests, which includes matters that are extremely sensitive and confidential in nature.
• Assesses, assigns, tracks, reports, and prepares responses to Freedom of Information (FOI) requests made under MFIPPA, including costing, in compliance with legislated deadlines.
• Formulates decisions on requests for information based on detailed analysis of records; prepares formal decision letters under the City Clerk's signature, including information on specific exemptions, fees, and appeal rights.
• Researches and prepares submissions on access appeals and privacy breaches to the Information and Privacy Commissioner (IPC) of Ontario.
• Monitors adherence to the CIGP budget.

Advisory and Information Services

• Promotes and provides outreach for CIGP advice and assistance to staff and members of Council.
• Researches and analyzes case law and IPC precedents; consults with stakeholders to ensure their views and concerns are considered in the application of discretionary exemptions.
• Reviews and selects records management software applications and records classification systems and related policies to meet the City's needs.
• Oversees the prevention and remediation of privacy breaches, including dissemination of lessons learned and the creation of related policy revisions.
• Develops and conducts impact assessments for the acquisition or development of new systems and the assessment of existing critical or sensitive systems.
• Provides training in records and privacy management compliance requirements.

General Administration

• Conducts statistical analysis and compiles annual and other reports as may be required.

REQUIRED SKILLS & COMPETENCIES

• College Diploma in Business, Information Management, Public Administration or a related discipline.
• At least 4 years of experience of information or records management and adherence to privacy legislation.
• Experience conducting privacy impact assessments (PIA) is considered an asset.
• Experience researching best practices and emerging trends to develop recommendations and draft and implement policies and procedures.
• Working knowledge of MFIPPA and related privacy legislation including policy development and analysis.
• Requires sound knowledge of the Copyright Act, Municipal Act, and the federal Personal Information Protection and Electronic Documents Act (PIPEDA).
• Experience in a municipal environment an asset.
• Experience with Microsoft Office Suite required
• Problem-solving skills and the ability to work independently
• Excellent written and oral communication skills

CORE BEHAVIOURS

• Service Excellence: Meets or exceeds service standards when interacting with customers in the community and in the organization.
• Change & Innovation: Responds positively and professionally to change and helps others through change.
• Teamwork & Relationship Building: Interacts with others in an inclusive, collaborative and respectful way that creates effective working relationships.
• Communication: Communicates in a clear, professional and respectful way; demonstrates active listening.
• Accountable & Results Oriented: Demonstrates ethical behaviour and accountability, aligns with City values, and abides by relevant policies and legislation.
• Management & Leadership: Demonstrates self-management, professionalism and engagement; leads by example.

The City of Markham is committed to inclusive, accessible and barrier free employment practices and to creating a workplace that reflects and supports the diversity of the community we serve. Please let us know if you require an accommodation and we will work with you to ensure a barrier free hiring.

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