Manager, Information Management & Privacy

The Role

• Provides leadership and strategic direction to the corporation in the management, selection, use, access, and privacy requirements of corporate information assets. Manages the development, implementation, and promotion of policies, procedures, systems, compliance, and monitoring of corporate information assets, including implementation of technology to support compliance with policies and legal requirements for information lifecycle management. Develops recommendations regarding privacy and information management program planning and delivery. 
• Balances resources to ensure optimal service delivery and support to staff, as well as innovation in the management of corporate information assets. Builds relationships with ITS staff, program areas, and partners, including area municipalities, to enhance service delivery and identify opportunities for innovation and business transformation in the management and access of corporate information assets. Manages training and advisory services to regional staff.
• Ensures the Region meets its obligations per the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and related legislation and regulations.
   

Duties/Responsibilities

• Supervises Information & Privacy Analysts, an Information Management Coordinator, and students. Administers contracts with consultants and vendors. 
• Acts as the organizational lead and corporate advisor for the development, implementation, and sustainment of the corporate information management and privacy program. 
• Ensures the Region meets its obligations with respect to MFIPPA and related legislation and regulations. Acts as a designate to the Regional Clerk in all statutory functions and responsibilities under MFIPPA. 
• Provides advice and guidance to all levels of staff, senior management, Council, and internal stakeholders on compliance with information management and privacy policies, procedures, and processes. 
• Manages freedom of information responses and appeals. Supervises and submits annual reports to the Province. 
• Develops processes to assist clients with privacy breaches and incidents. Reviews circumstances, advises clients, and reports to the privacy commissioner, as required. 
• Manages advisory and training services, including privacy impact assessments, resources, supports, and processes. Receives, processes, and makes recommendations on privacy and related Privacy Impact Assessments (PIAs), ensuring compliance with legislation, regulations, IPC orders, and best practices.
• Manages the corporate electronic management program and acts as administrator for the Electronic Records Data Management System (ERDMS). Identifies, evaluates, and recommends system enhancements and software. Implements practices to protect corporate information assets.
• Works with ITS to ensure privacy and security standards for systems are defined and implemented. 
• In collaboration with ITS, negotiates contract specifications, support agreements, system enhancements, upgrades, and ensures compliance. Administers contracts and oversees system requirements, licensing, and requests for improvements and configuration/design requests. 
• Reviews, identifies, and analyzes the impact of emerging legislation on the collection, use, and disclosure of personal information. Applies changes to ensure compliance with legislative requirements, standards, and best practices.
• Represents the Region and program on internal/external project teams, projects, initiatives, and committees, including those related to corporate systems and opportunities for automation. 
• Develops and maintains corporate data governance strategy in partnership with other divisions (e.g., ITS, archives, corporate performance), municipalities, agencies, and the Province.
• Prepares and monitors the section budget, including preparation, expenditure, monitoring, and capital forecasts. Approves purchase and cheque requisitions for equipment and software. Has signing authority and a p-card.
• Manages the Region’s offsite inactive storage centre for physical records. 
• Has contact with provincial Ministries and the Ontario Privacy Commissioner’s Office, lawyers, vendors, consultants, and area municipal staff. Liaises with Legal Services.
• Responds to inquiries and complaints from the public, businesses, and organizations regarding freedom of information requests and access to information issues. 
• Chairs working groups (e.g., privacy advisory committee).
• Performs related duties as required.

Knowledge, Skills, and Abilities

• Knowledge normally acquired through a related university degree (e.g., information studies, public administration) plus progressively responsible related public sector experience.
• Knowledge of records and information management systems, theories, practices, and procedures, and related information technology. Understanding of the interdependencies between information management, information management technology, legal, and access and privacy functions.
• Knowledge and understanding of municipal government administration, statutes, and organizational structures.
• Must have or be eligible for designation as a Certified Records Manager (CRM) or Certified Information Privacy Professional (CIPP/C). Must have full membership in the ARMA and IAPP.
• Knowledge of and ability to comply with policies, procedures, related by-laws and legislation (e.g., records retention, MFIPPA, PHIPA, Municipal Act), and collective agreements.
• Ability to provide expertise and implement, explain, apply legislation, codes, and regulations, adjusting procedures and practices to improve effectiveness and comply with regulatory changes.
• Knowledge of change management and continuous improvement principles to ensure compliance, acceptance, and client department satisfaction with new/ revised systems. Ability to balance objectives in a political environment.
• Project management skills to facilitate program and system reviews, redesign structures, and direct the delivery of multi-year, multi-module, and organization-wide system rollouts.
• Ability to keep current with best practices and trends to recommend program enhancements.
• Leadership, human relations, communications skills, and political acuity to supervise, train, develop, motivate, and support staff; promote the program and develop buy-in with staff and leaders; provide expert advice; conduct presentations and training; and participate as an effective team member.
• Ability to build relationships with internal/external stakeholders to enhance service delivery and identify opportunities for innovation and business transformation in the management and access of corporate information assets.
• Ability to articulate the value of managing corporate information assets.
• Ability to maintain confidentiality and integrity, exercise judgement, discretion, and tact in dealing with highly confidential and sensitive information (e.g., Council, freedom of information).
• Ability to read and understand publications, legislation, standards, and reports. Ability to write clear, concise reports, project proposals, policies, procedures, correspondence, presentations, and promotional and training materials.
• Computer skills with ability to use software such as Microsoft Office, Microsoft Project, SharePoint, and database systems.
• Ability to travel within and outside Waterloo Region.
• Ability to support and demonstrate the Region’s values.