• Records Management / FOIP Coordinator (FT/Permanent)

    Posted: 12/26/2020

    Records Management / FOIP Coordinator (FT/Permanent)

    Do you have impeccable organizational and inventory skills with a passion for supporting the protecting of privacy information? If so, we’d like to introduce you to our permanent full-time Records Management/FOIP Coordinator position!


    Reporting to and receiving direction from the General Manager of Corporate Services, the Records Management/FOIP Coordinator is responsible for developing, implementing, and managing the records management program within the City. This position is also responsible for ensuring access to the provisions of the Freedom of Information and Protection of Privacy (FOIP) Act are correctly understood and implemented within the City of Wetaskiwin. In addition, this position is cross trained with legislative services to provide backup, support, and assistance to that role. The City of Wetaskiwin offers an attractive and competitive compensation package including health and dental benefits and a pension program.


     You are the ideal candidate if…

    • You are meticulous with a high degree of organizational skills.
    • You have well developed communication and influencing skills, especially when requiring colleagues to submit records or to use the systems as intended.
    • You are analytical and enjoy problem solving.
    • You have excellent customer service skills.
    • You have high standards for your work.
    • You are strongly motivated to learn, eager to meet (or exceed) basic requirements, have good tolerance to stress/pressure.
    • You love to engage and work with a team and can establish collaborative working relationships.

    Responsibilities

    Records Management 50%
    • Establishes and maintains the City’s information management systems: Implements and maintains the corporate classification system for all City records; conducts and maintains an inventory of municipal records; identifies and classifies all file subjects. Assigns retention dates and dispositions to new records.
    • Work with departments to analyze records and business processes in order to evaluate and recommend classification codes, indexing/metadata values, maintenance approaches, search strategies and disposition practices for information and records.
    • Develop policies, retention schedules, procedures, and guidelines, for the management of the City’s records and information, by reviewing and analyzing business needs, recordkeeping methodologies, technology, legal requirements, and industry best practices.
    • Notify, guide, and plan for ongoing education of staff with regards to records and information management ensuring they know how to access updated document versions.
    • Review and assess the Records Management Program, including auditing departmental practices, evaluating, and reporting findings and making recommendations for improvements.
    • Coordinate the transfer, storage, and destruction of inactive records, including the annual year-end file closure processes and transfer from departments to main file storage areas, and the annual disposition process.
    • Research legislation, trends, best practices and keep informed on all matters and legislation related to records management.
    • Work in collaboration with the Information Systems Department to improve electronic file systems to facilitate access to electronic records, including maintenance and support.
    • Collaborate with Archives in order to protect documents relevant for historical purposes.

    FOIP Administration: 15%
    • Develop, implement and maintain policies, guidelines and procedures to manage the City’s compliance with the FOIP Act.
    • Provide advisory services to the staff of the public body.
    • Providing training programs on access to information and privacy protection to City staff.
    • Advise leadership on information that can be disclosed without a FOIP request.
    • Manage the FOIP request process for the City, which may include: assisting applicants; assigning requests to program areas; monitoring and tracking the processing of requests; meeting time limits and notification requirements; considering representations from third parties; calculating fee estimates and collecting fees; reviewing preliminary recommendations from program areas and offices of the public body about the disclosure of records and proposals for severing information; making final recommendations on responses to requests; and responding to applicants.
    • Coordinate any negotiations, mediations, inquiries, investigations, and audits with the Office of the Information and Privacy Commissioner.
    • Set up practices and procedures to ensure compliance with the privacy protection measures in Part 2 of the Act regarding the collection, use, disclosure, accuracy, retention and security of personal information.
    • Report as required to the Ministry responsible for the FOIP Act on the operation of the Act.

    Executive Legislative Assistant Support: 35%
    • Provide back up support/cross training to the Executive Legislative Assistant in the following areas:
    • Support policy and bylaw development and the review process
    • Liaise with different departments to accomplish policy development and review
    • Assist in preparing agenda and relevant background materials for City Council, Committees and other meetings as assigned
    • Provide support to various Council Committee meetings by preparing agendas, record meeting minutes and process business arising from the meetings
    • Provide support to various quasi-judicial Boards by preparing receiving applications, scheduling hearings, preparation of agendas, record hearings minutes and process business arising from the hearings.

    Education and Work Experience
    • Diploma or undergraduate degree in Information and Records Management, Archival Studies, local government, or public policy. Coursework and training related to Access and Privacy legislation.
    • 3+ years experience working in a similar position, preferably in government or public setting.
    • Possession of the Certified Records Manager (CRM) designation and completion of or working towards completion of NACLAA level I certificate an asset.

    Knowledge Skills and Abilities
    • Comprehensive knowledge of FOIP and electronic document & records management systems, policies and procedures.
    • Thorough knowledge of records and information management industry trends and information governance principles, evaluation tools, terminology, principles and procedures.
    • Above average verbal and written communication skills. Proven ability to communicate firmly and diplomatically with the public and respond courteously to complaints and difficult customers.
    • Strong project management, research, analytical skills and policy development.
    • Ability to work independently with proven time management skills.
    • Ability to work with confidential and sensitive issues and information.
    • A professional and calm demeanor, coupled with a strong intuition for dealing with people.
    • Commitment to continuous improvement and excellent customer service.

    Working Conditions (Physical & Cognitive demands & Environment)
    • Lifting up to 50 lbs occasionally.
    • Office equipment usage (computers, scanning, photocopy), memory keys – USB, tables and chairs.
    • Low level and waist level lifting to 20 lbs as well as overhead reaching and above shoulder lifting, could also include trunk rotation and side carrying with either dominant or non-dominant hands.
    • Pushing and pulling of supplies.
    • Sitting for long periods of time.
    • Potential interactions with concerned members of the public.

    Application Information
    Please send your resume with cover letter to hr@wetaskiwin.ca.
    *This position will be open until filled. Review of resumes with start on November 17, 2020*

    The City of Wetaskiwin is an equal opportunity employer. We celebrate diversity and encourage applications from all qualified individuals.

    The personal information submitted pursuant to this advertisement will be utilized for this Employment Opportunity only and is subject to compliance with the Freedom of Information and Protection of Privacy Act. Applicants are thanked in advance for their interest, however, only those selected for an interview will be contacted.

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