Information Management / FOIP Advisor

ABOUT US

The City of Spruce Grove is a fast growing, dynamic city committed to building and maintaining a fiscally responsible community that serves our residents, attracts visitors, and promotes future growth. The "Values, We Live By" are accountability, communication, leadership, integrity, and respect while we work towards maintaining a work/play balance. We are an organization that cares, committed to public service, where everyone feels empowered to contribute their best work. By working together in a spirit of collaboration and respect, we can achieve great things.

THE OPPORTUNITY

The Information Management / FOIP Advisor is responsible for supporting the administration of the corporate information management and Freedom of Information and Protection of Privacy (FOIP) program and advancing the principles of information governance. A key focus is the efficient and effective intake, processing and completion of FOIP requests; and the application and implementation of systems, policy, and procedures for information management. This position reports to the Manager of Information Management/FOIP.

RESPONSIBILITIES

Freedom of Information and Protection of Privacy

• Administer FOIP requests, including intake and processing.
• Actively liaise with the FOIP Coordinator and FOIP Head.
• Ensure FOIP integration into information management at the City.
• Provide advice regarding personal information collection.
• Conduct Privacy Impact Assessments.

Information Management

• Champion Information Management within the organization to enhance its role as a key business resource.
• Manage the life-cycle of corporate data and information, ensuring security throughout.
• Develop plans, policies, and strategies for managing the City’s information assets.
• Advise on creating and implementing vital records and business continuity plans.
• Support continuous improvement initiatives for an effective Information Management Program.
• Define priorities for the implementation of the information management program strategic plan.
• Conduct quality control on business processes for compliance with best practices.
• Respond to service requests related to information management software.

Client Relations

• Manage vendor relationships with off-site records storage contractors.
• Develop and administer training for City staff and Department Records Coordinators.
• Support City departments with Information Management tasks.
• Provide assistance and troubleshooting for the City Information Management software.

Technology Support

• Monitor and maintain the City’s Electronic Document Management software.
• Identify information management and privacy risks with new technology initiatives.
• Define information management and privacy requirements for digital transformation initiatives.
• Collect and review statistical data for digital transformation readiness.

Other Duties

• Adhere to City policies, procedures, and standards.
• Contribute to a positive safety culture by complying with safety policies.
• Act as a steward of the City's Corporate Culture by following the "Values, We Live By".
• Perform other job-related duties.

QUALIFICATIONS

Required Qualifications

• A post-secondary diploma in library and information management, records management, or equivalent.
• Five years of related Information Management and FOIP experience.
• Advanced knowledge of the Freedom of Information and Protection of Privacy Act.
• Advanced knowledge of information management principles and relevant legislation.
• Knowledge of file structures in information management systems.
• Advanced communication and presentation skills.
• Excellent interpersonal skills.
• Collaborative negotiation and problem-solving skills.
• Ability to work effectively with all organizational levels.
• Ability to transfer ideas into effective strategies.
• Ability to develop, implement, and evaluate innovative plans.
• Strong customer service orientation.
• Ability to handle sensitive situations with tact and diplomacy.
• Ability to analyze and interpret administrative procedures and legislation.
• Knowledge of Microsoft Office Suite.

Asset Qualifications

• Undergraduate degree in a related field.
• Membership in ARMA or AIIM.
• Certification as an Information Professional or Records Manager.
• Information Access and Protection of Privacy Certificate.

Conditions of Employment

• Criminal Record Check Clearance.

Physical Requirements

• Climbing ladders, balancing, crawling, etc.
• Lifting up to 10kg (22 lbs).

Next Steps

• You must apply through this portal to be considered.
• Only candidates selected for further consideration will be contacted.

Why Work for Us?

• Competitive annual salary
• Pension
• Medical & Dental Benefits
• Life Insurance
• Wellness Initiatives
• Work/Life Balance
• Recognized General Holidays
• Leave Options
• Flexible Work Arrangements
• Perks
• Positive Work Atmosphere
• Employee Awards
• Volunteer and Fundraising Opportunities
• Professional Development