Information & Privacy Analyst Job at Region of Waterloo
Our Story:
Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect and innovation.
This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.
Our Team:
The Information Management & Privacy team is a group of dedicated individuals responsible for providing leadership to the organization regarding the creation, management, and access to business information. We are looking for a Full Time Information Management & Privacy Analyst who is passionate about supporting the organization as it transforms its information management and privacy program.
This position will be responsible for applying information management principles and best practices to projects and initiatives across the organization. Responsibilities include supporting the redesign of the corporate record classification system and retention and disposal schedule; and contributing to the evaluation, design, and configuration process of electronic document management solutions.
The Opportunity:
Reporting to the Manager, Information Management & Privacy, you will administer access and privacy measures related to the information access and privacy program. You will use your knowledge and experience to coordinate the administration of provisions relating to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). You will have the responsibility to lead privacy impact assessments for client groups. You will collaborate on the responsibility for the corporate electronic document management system, open data catalogue, end-user training, and information management tools.
Apply your Knowledge, Skills & Abilities:
You will coordinate the work of regional staff locating records requested under MFIPPA and client department records management staff regarding information management activities. You will provide program training and advisory services, including information management systems to regional staff and coordinates support through client department records management staff.
Under the advice of the Manager, you will respond to freedom of information requests, coordinate the location of records, review and document records, and prepares for disclosure, including identifying and severing information exempted under MFIPPA provisions.
You will research Information & Privacy Commissioner (IPC) orders, calculate fees for provision of records, review requests to correct personal information, recommend acceptance or refusal of the request to the Regional Clerk and prepare final decision.
As subject matter expert, you will design and coordinate inventories and analysis of recorded information flow and holdings of client groups to identify nature, function, and value and extent of corporate information created, received, and maintained. You will maintain current inventory data, update the information classification system and information retention and disposal schedule for corporate information, in collaboration with regional programs.
You will assist management to negotiate privacy and security provisions in agreements with vendors and other levels of government (Ministries).
You will advise staff regarding the implementation of routine disclosure and active dissemination policies and procedures.
You will lead privacy impact assessments to identify potential privacy risks of redesigned programs, analyze new technologies and recommends changes related to protection of personal information, and work with consultants to design programs related to risk mitigation.
You will assist in developing and implementing privacy breach protocol, and supports client groups with investigations, containment, notification, and remediation of breaches, acting as the intermediary with the IPC.
You will conduct a needs analysis with clients to identify retrieval problems and productivity issues, conduct workflow analysis and efficiency studies to identify areas for re-engineering information flow and procedures.
You will monitor, test, troubleshoot, and communicate functional aspects of electronic document management systems, including system upgrades. You will identify deficiencies and recommend solutions to Manager and ITS staff including creating reports and analyzing data and assist with new user setups and legacy file conversion for long-term users.
You will use your knowledge and expertise to assess educational and functional end-user support requirements and technical support needs in collaboration with ITS. You will also conduct new user training. develop training materials, guides, and other resources and assist to implement, monitor, and train staff in records management module.
Facilitates regular uploads of data to the open data catalogue and reporting to IPC.
You will have the opportunity to collaborate with archivist and ITS, to research, develop, and implement strategies for long-term information preservation, and digital conversion and migration.
You will participate to evaluate, recommend, and select related software, calculate information request-related application and processing fees, and processes payments. You will monitor to ensure computers and other technical equipment in the computer training lab are maintained and in good working order, recommends repairs or replacement, as required.
Performs related duties as required.
Apply Your Experience at the Region of Waterloo
Knowledge of research techniques, MFIPPA/PHIPA and related legislation impacting municipal record-keeping and privacy requirements, Provincial policies and Orders, records, information and project management methodologies, and document management system design, normally acquired through a university degree in information science, archival science or a Public Administration Diploma that includes course work in information access, protection, and privacy, plus progressively responsible related experience.
Knowledge of and ability to comply with policies, procedures, collective agreements, municipal by-laws, and related legislation (e.g., MFIPPA/PHIPA), including their structure and processes, and the development, amendment, and implementation of same and the impact on municipalities. Knowledge of corporate records and client department functions and their related workflows and collaborative processes; and information management best practices.
Analytical, problem solving, organizational, and continuous improvement skills to assess and research information systems and privacy, coordinate the collection of requested information, troubleshoot systems, redact information for release, research and prepare recommendations and reports, and determine compliance with privacy provisions and propose amendments as required.
Human relations, facilitation, training, and communication skills to develop consultative relationships with Regional staff, and facilitate and influence buy-in to system adoption, implementation, and changes, explain processes and clarify the nature of requests with staff and the public, use tact and diplomacy when collecting records for access requests and privacy issues, conduct presentations and provide training to Regional staff with varying levels of technical skill, and participate as an effective team member.
Ability to write reports, project plans, articles for internal publications, and general correspondence. Develops training materials, Intranet publications, procedures, and instructions. Ability to synthesize information to keep knowledge current, and share information with staff.
Computer skills using software such as Microsoft Office, electronic document management and records management systems.
Ability to work occasional irregular hours to test system upgrades and provide training.
Ability to travel within and outside Waterloo Region.
Ability to support and demonstrate the Region’s values.
Additional Information:
We invite internal Region of Waterloo employees to apply by 11:59 p.m. on Thursday, May 18, 2023.
Consideration will be given to candidates that are not fully qualified when no fully qualified applicants can be identified.
We thank all applicants in advance; however, we will be corresponding only with those selected for an interview.
The Region of Waterloo is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At the Region, we respect, encourage and celebrate our diversity. The Region of Waterloo is committed to providing accommodations throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs.
Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number 519-575-4400, or TTY number 519-575-4608 to request an alternate format.
Please Note :
nvalabs.org is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, nvalabs.org provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.
Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect and innovation.
This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.
Our Team:
The Information Management & Privacy team is a group of dedicated individuals responsible for providing leadership to the organization regarding the creation, management, and access to business information. We are looking for a Full Time Information Management & Privacy Analyst who is passionate about supporting the organization as it transforms its information management and privacy program.
This position will be responsible for applying information management principles and best practices to projects and initiatives across the organization. Responsibilities include supporting the redesign of the corporate record classification system and retention and disposal schedule; and contributing to the evaluation, design, and configuration process of electronic document management solutions.
The Opportunity:
Reporting to the Manager, Information Management & Privacy, you will administer access and privacy measures related to the information access and privacy program. You will use your knowledge and experience to coordinate the administration of provisions relating to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). You will have the responsibility to lead privacy impact assessments for client groups. You will collaborate on the responsibility for the corporate electronic document management system, open data catalogue, end-user training, and information management tools.
Apply your Knowledge, Skills & Abilities:
You will coordinate the work of regional staff locating records requested under MFIPPA and client department records management staff regarding information management activities. You will provide program training and advisory services, including information management systems to regional staff and coordinates support through client department records management staff.
Under the advice of the Manager, you will respond to freedom of information requests, coordinate the location of records, review and document records, and prepares for disclosure, including identifying and severing information exempted under MFIPPA provisions.
You will research Information & Privacy Commissioner (IPC) orders, calculate fees for provision of records, review requests to correct personal information, recommend acceptance or refusal of the request to the Regional Clerk and prepare final decision.
As subject matter expert, you will design and coordinate inventories and analysis of recorded information flow and holdings of client groups to identify nature, function, and value and extent of corporate information created, received, and maintained. You will maintain current inventory data, update the information classification system and information retention and disposal schedule for corporate information, in collaboration with regional programs.
You will assist management to negotiate privacy and security provisions in agreements with vendors and other levels of government (Ministries).
You will advise staff regarding the implementation of routine disclosure and active dissemination policies and procedures.
You will lead privacy impact assessments to identify potential privacy risks of redesigned programs, analyze new technologies and recommends changes related to protection of personal information, and work with consultants to design programs related to risk mitigation.
You will assist in developing and implementing privacy breach protocol, and supports client groups with investigations, containment, notification, and remediation of breaches, acting as the intermediary with the IPC.
You will conduct a needs analysis with clients to identify retrieval problems and productivity issues, conduct workflow analysis and efficiency studies to identify areas for re-engineering information flow and procedures.
You will monitor, test, troubleshoot, and communicate functional aspects of electronic document management systems, including system upgrades. You will identify deficiencies and recommend solutions to Manager and ITS staff including creating reports and analyzing data and assist with new user setups and legacy file conversion for long-term users.
You will use your knowledge and expertise to assess educational and functional end-user support requirements and technical support needs in collaboration with ITS. You will also conduct new user training. develop training materials, guides, and other resources and assist to implement, monitor, and train staff in records management module.
Facilitates regular uploads of data to the open data catalogue and reporting to IPC.
You will have the opportunity to collaborate with archivist and ITS, to research, develop, and implement strategies for long-term information preservation, and digital conversion and migration.
You will participate to evaluate, recommend, and select related software, calculate information request-related application and processing fees, and processes payments. You will monitor to ensure computers and other technical equipment in the computer training lab are maintained and in good working order, recommends repairs or replacement, as required.
Performs related duties as required.
Apply Your Experience at the Region of Waterloo
Knowledge of research techniques, MFIPPA/PHIPA and related legislation impacting municipal record-keeping and privacy requirements, Provincial policies and Orders, records, information and project management methodologies, and document management system design, normally acquired through a university degree in information science, archival science or a Public Administration Diploma that includes course work in information access, protection, and privacy, plus progressively responsible related experience.
Knowledge of and ability to comply with policies, procedures, collective agreements, municipal by-laws, and related legislation (e.g., MFIPPA/PHIPA), including their structure and processes, and the development, amendment, and implementation of same and the impact on municipalities. Knowledge of corporate records and client department functions and their related workflows and collaborative processes; and information management best practices.
Analytical, problem solving, organizational, and continuous improvement skills to assess and research information systems and privacy, coordinate the collection of requested information, troubleshoot systems, redact information for release, research and prepare recommendations and reports, and determine compliance with privacy provisions and propose amendments as required.
Human relations, facilitation, training, and communication skills to develop consultative relationships with Regional staff, and facilitate and influence buy-in to system adoption, implementation, and changes, explain processes and clarify the nature of requests with staff and the public, use tact and diplomacy when collecting records for access requests and privacy issues, conduct presentations and provide training to Regional staff with varying levels of technical skill, and participate as an effective team member.
Ability to write reports, project plans, articles for internal publications, and general correspondence. Develops training materials, Intranet publications, procedures, and instructions. Ability to synthesize information to keep knowledge current, and share information with staff.
Computer skills using software such as Microsoft Office, electronic document management and records management systems.
Ability to work occasional irregular hours to test system upgrades and provide training.
Ability to travel within and outside Waterloo Region.
Ability to support and demonstrate the Region’s values.
Additional Information:
We invite internal Region of Waterloo employees to apply by 11:59 p.m. on Thursday, May 18, 2023.
Consideration will be given to candidates that are not fully qualified when no fully qualified applicants can be identified.
We thank all applicants in advance; however, we will be corresponding only with those selected for an interview.
The Region of Waterloo is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At the Region, we respect, encourage and celebrate our diversity. The Region of Waterloo is committed to providing accommodations throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs.
Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number 519-575-4400, or TTY number 519-575-4608 to request an alternate format.
Please Note :
nvalabs.org is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, nvalabs.org provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.