SENIOR ACCESS & PRIVACY OFFICER

• Job ID: 56111
• Job Category: Audit, Compliance & Inspections
• Division & Section: City Clerk's, City Clerk's Corporate Info Mgmt Svcs
• Work Location: City Hall, 100 QUEEN ST. W
• Job Type & Duration: Full-time, Permanent Vacancy
• Salary: $103,431.00 - $141,247.00 annually
• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: Non-Union
• Number of Positions Open: 1
• Posting Period: 02-Jun-2025 to 16-Jun-2025 
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Virtual Information Session

Date: June 05, 2025
Time: 12:00 PM
Link: https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmQzOTIxMzMtYWZlYy00ZGUzLWIxNzctMTkxMDc0ZGIzODU3%40thread.v2/0?context=%7b%22Tid%22%3a%22f0bc8ec6-9ed8-4d0c-9189-411ad949cc65%22%2c%22Oid%22%3a%2261addd2e-34d3-454c-90fd-c3d716af53a8%22%7d

Corporate Information Management Services (CIMS), City Clerk's Office, is looking for a Senior Access & Privacy Officer to provide access to information functions that are a legislated, public-facing service for the City of Toronto. The service contributes to public trust in the City's commitment to openness and accountability.

Reporting to the Manager, Access to Information, CIMS, the Senior Access & Privacy Officer is responsible for delivering all business processes related to Freedom of Information requests, including liaising with City divisions, preparing documents for public release and managing appeals, including the mediation and adjudication processes with the Information and Privacy Commissioner.

The role will leverage your information management, research and analytic skills. Your expert knowledge and application of the Municipal Freedom of Information and Protection of Privacy Act(MFIPPA)/Freedom of Information and Protection of Privacy Act (FIPPA) will enable you to excel in this position.

Major Responsibilities:

• Develops and implements detailed plans and recommends policies regarding program-specific requirements.
• Manages assigned projects, ensuring effective teamwork and communication, high standards of work quality and organizational performance, and continuous learning.
• Conducts research into assigned area, ensuring that such research takes into account developments within the field, corporate policies and practices, legislation and initiatives by other levels of government. Maintains knowledge of all emerging and potentially contentious issues affecting the City.
• Develops corporate policy and recommends standards and practices for the dissemination of corporately held information that are aligned with the legislative standards set out in MFIPPA and Personal Health Information Protection Act, 2004 (PHIPA). Assesses the impact of access decisions and compliance issues on organizational business practices and procedures.
• Manages the application of MFIPPA and PHIPA with regard to the effective management of information as a corporate asset, ensuring adherence to statutory guidelines for information dissemination or protection through the timely response to access requests.
• Advises, and provides guidance to, City officials, senior executives, the Mayor's Office and Council staff on access and privacy issues, and on navigating requests and appeal processes.
• Communicates with the media, legal, governmental representatives and members of the public in clarifying issues that arise, negotiating with requesters and divisional staff, explaining finer points of the legislation, mediating and advising on the right of appeal to the Information & Privacy Commissioner (IPC).
• Conducts detailed analysis of information for exemptions and application of mandatory and discretionary exemptions in accordance with the Acts, Regulations, and Orders of the IPC, while ensuring that specific provisions of the Acts, such as notification requirements, are met. Uses sound judgement in balancing the right of access with the protection of personal privacy and other confidential information.
• Applies reasoned decision-making in administering mandatory and discretionary exemptions to City information based on a broad knowledge of issues confronting the City and divisions. Applies political acuity, tact, diplomacy, communication, persuasion and influence to resolve conflicts.
• Formulates decisions on requests for information based on detailed analysis of records and prepares formal decision letters under the City Clerk's signature, including, where appropriate, information on specific exemptions, fees and appeal rights.
• Conducts peer reviews and provides sign-off, ensuring exemptions under the Act have been applied appropriately.
• Ensures third party's rights under the Act are recognized and protected. Determines when third party notices are required and provides the requisite notification.
• Proposes policies, recommendations and standards for compliance with MFIPPA and PHIPA according to legal requirements, corporate governance, national standards and operating requirements of the City.
• Conducts dispute resolution with the IPC in the event of an appeal to the Commissioner and participates in oral inquiries before this tribunal.
• Prepares formal representations and affidavits for submission to the IPC in defence of the City's decision at the adjudication stage of an appeal, by conducting in-depth research and analysis of the records and issues case law, Orders of the IPC, mitigating factors and legal precedents. Consults with stakeholders to ensure their views and concerns are taken into account in the application of exemptions. Liaises with Legal Services on complex matters.
• Provides advice and recommendations through consultations with City staff members at all levels regarding special information access and disclosure challenges, as well as issues surrounding emerging technologies.
• Provides subject matter expertise, advice, guidance and direction to divisional staff on matters related to the Freedom of Information process, resolves issues and ensures deadlines are met.
• Gathers, reviews and analyzes records, using various systems, applications and tools. Works to understand unique divisional information management systems in order to convert records into appropriate formats. Maintains knowledge of systems used within the City's digital infrastructure.
• Identifies and analyzes current business processes and practices, and recommends solutions for business initiatives, collaborating with other sections and divisions on like needs to ensure the most efficient solution. Makes recommendations on technology enhancements to improve information gathering and review processes.
• Maintains formal records and documentation of review processes and all related transactions.
• Prepares specialized training modules on the MFIPPA and PHIPA legislation for the Mayor's Office, Councillors and City staff, and conducts training sessions utilizing traditional and innovative training methods.
• Maintains comprehensive and ongoing knowledge of related legislation affecting government openness, transparency and accountability, as well as governance bodies and tribunals which affect how and what records can be disclosed.
• Ensures customer service excellence, fiscal management, and effective operational delivery of quality service to efficiently and effectively meet customer service needs and requirements, and achieve Division mission and goals.
• Participates in the delivery of the municipal election with basic knowledge of the role of the City Clerk under the Municipal Elections Act, 1996, and the fundamentals of delivering a municipal election.

Key Qualifications:

1. Extensive knowledge of, and experience reviewing, records for exemptions under MFIPPA and/or FIPPA and ensuring that access to personal health information is in accordance with the principles of PHIPA.
2. Extensive knowledge of, and experience with, the Orders of Information and Privacy Commissioner and its appeal processes.
3. Considerable experience preparing reports, researching information, and analyzing relevant policies and legislation to support decision-making.
4. Demonstrated ability to establish effective working relationships with staff, client divisions, outside agencies and Members of Council and/or political staff.
5. Demonstrated analytical and problem-solving skills.
6. Well-developed communication (both written and oral), customer service and interpersonal skills, to build good internal and external working relationships.
7. Excellent organizational and time management skills.
8. Sound judgment and ability to handle matters of a confidential, political and/or sensitive nature.
9. Familiarity with Freedom of Information request management systems.
10. Familiarity with government legislation in the area of Occupational Health and Safety.

Note To Current City of Toronto Employees 

City of Toronto employees are eligible to apply for the posted job opportunity, but cannot hold two different jobs. To be considered for this job posting, you must indicate that you are a "Current City of Toronto employee" on the on-line application form, and provide your "Employee Number".

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.