Manager Archives, Records & Privacy
City of Thunder Bay

Location: Thunder Bay, Ontario
Compensation: $89,543 - $105,344

The City of Thunder Bay Archives, Records & Privacy section is part of the Office of the City Clerk. The section identifies, preserves, and provides access to the permanent records of the City of Thunder Bay, operates a corporate records management system, coordinates freedom of information requests, addresses privacy issues, and supports and coordinates the City's Municipal Heritage Advisory Committee.

Thunder Bay is the 10th largest city in Ontario, and with a population of 125,000 it is the largest metropolitan centre in Northwestern Ontario. It has an international airport that features several daily fights from Air Canada, WestJet, and Porter Airlines. It is the cultural centre of Northwestern Ontario with an Art Gallery that features one of the best collections of aboriginal art in Canada, a university (Lakehead), a college (Confederation), a professional theatre company, a world class community auditorium that features performances by top Canadian and international acts, a symphony orchestra, and an annual three day Blues Festival. Located on the shores of Lake Superior, Thunder Bay is surrounded by breathtaking scenery and unparalleled opportunities for canoeing and hiking that make it a centre for outdoor adventure tourism.

Thunder Bay hosted the Jeux Canada Games in 1981, the World Nordic Games in 1995, the World Junior Baseball Championship in 2010, and the Special Olympics Ontario Winter Games in 2011, and the Archives Association of Ontario (AAO) Conference in 2011 and 2016.

For more information visit www.visitthunderbay.ca.


POSITION SUMMARY:

Under the general direction of the City Clerk, is responsible for: the operation of the Corporate Records Management and Archival Program in accordance with relevant provincial and federal legislation; the preservation of the permanent records of the Corporation according to established professional standards; the coordination of access to information and protection of privacy according to relevant access and privacy legislation; and serves as the Chief Resource Officer of the Municipal Heritage Advisory Committee (HAC).

MAJOR RESPONSIBILITIES:

• Represents the Corporation as the Corporate Records Manager, develops and recommends corporate records policy, and provides advice and interpretation of legislation to Council and Corporate staff.
• Is responsible for, and supervises staff in the delivery of, all aspects of the corporate records management program, including the development and implementation of records schedules and classifications and the secure destruction of corporate records.
• Assesses Section staffing needs, makes recommendations on complement amendments and organizational structure, participates in recruitment processes, and make effective hiring decisions.
• Manages Section staff including staff development, performance management/review, coaching/mentoring, health and safety, and discipline and termination decisions.
• Audits and promotes compliance with records policies and procedures by corporate departments.
• Coordinates the City Records Committee in the development of the Records Retention By-law.
• Develops, coordinates, and implements a corporate business continuity plan with regard to vital corporate records.
• Liaises with the Manager - Corporate Information & Technology on all issues, policies, procedures, and practices related to electronically recorded corporate information.
• Represents the Corporation as the City Archivist and manages the preservation of, and access to, permanent corporate records according to established professional standards and in compliance with all relevant legislation.
• Represents the Corporation as the Freedom of Information and Privacy Coordinator and provides advice and interpretation of legislation to Council and Corporate staff, and co-ordinates the maintenance of the Directory of Corporate Records and Personal Information Banks.
• Works in conjunction with the Legal Services team related to responses to the Information and Privacy Commissioner (IPC) and legal matters relative to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and the Personal Health Information Act (PHIPA).
• Researches and analyzes case law and IPC orders and reports to make informed access decisions, prepare appeal responses, draft privacy impact assessments, and investigate privacy breaches.
• Builds knowledge of access and privacy issues by reviewing case law and IPC orders and guidance documents, and by attending webinars, seminars, conferences, and other educational opportunities.
• Prepares privacy impact assessment reports analyzing the privacy implications of new or substantially modified information technology systems as well as non-automated systems of collecting personal information.
• Works in conjunction with teams from Legal Services, Corporate Information Technology, and Supply Management to include appropriate privacy and security provisions in agreements with technology providers.
• Provides leadership, direction, advice and support to departments regarding privacy matters, and privacy breach investigations.
• Conducts privacy breach investigations, prepares breach reports, and provides breach notification to affected individuals and the IPC.
• Prepares and manages the budget and manages the facilities necessary to delivery of the Corporate Records and Archives Program.
• Develops and implements corporate wide training programs for all records management and access and privacy issues.
• Serves as the Chief Resource Officer of the Municipal Heritage Advisory Committee in compliance with the Ontario Heritage Act, the Municipal Act, and relevant City by-laws, policies, and procedures.
• Preserves, and maintains an inventory of, all corporate artifact assets.
• Participates in cross-functional corporate and community teams and initiatives.
• Performs other related duties as may be assigned.
  

Qualifications    

Education/Experience:

• A master's degree in archival studies, or a master's degree with an archival studies specialization, or an equivalent university degree in an information studies discipline; and
• Minimum of six to eight years of progressively responsible management experience in archives, records management, and access and five years' experience in privacy
• Experience in a management capacity in a large, unionized government or private sector organization
• Experience in business management, planning, budgets and finance
• Demonstrated knowledge of the various components of human resources management
• Knowledge of the Municipal Freedom of Information and Protection of Privacy Act, the Personal Health Information Protection Act, the Ontario Heritage Act, and the Municipal Act.

Skills/Abilities:

• Superior ability to communicate effectively and concisely, both orally and in writing
• Superior political acumen and the ability to establish and maintain effective working relations with members of City Council, private and public officials, subordinates, co-workers, and the general public
• Superior ability to deliver presentations and respond skillfully to questions from City Council, senior officials and special interest groups
• Strong leadership skills including the ability to direct, motivate, evaluate, and recognize staff; proven ability to share skills and knowledge with others
• Proven acumen in business and financial management, with the ability to improve Sectional effectiveness and efficiency through the management and utilization of human, financial and physical resources
• Excellent project/time management, analytical/critical thinking, problem-solving, and decision-making skills
• Ability to identify, understand, and meet/exceed the requirements of internal and external customers
• Ability to think and act strategically in a public sector environment, including the ability to anticipate emerging priorities and conceptualize and implement change strategies
• Must be at a basic skill level in word processing and spreadsheet software
• Must be competent within the meaning of the Occupational Health & Safety Act
  

Assets:

• Experience with SAP software
• Knowledge of the functions of City departments, outside boards and local community groups
• The Certified Records Manager (C.R.M.) designation
• The Certified Archivist (CA) designation
• Privacy and Access Council of Canada membership or certification
• Completion of a course of study offered by the Association of Municipal Clerks & Treasurers of Ontario (A.M.C.T.O)
  

CONDITIONS OF EMPLOYMENT:

• Must be able to work overtime as workload demands
• Will be required to travel to various work locations and provide own transportation
• Must take Oath of Secrecy
• If not already achieved, must commence within one year from date of appointment and successfully complete within five years, the courses required to obtain the Municipal Administration Program (MAP) designation from the A.M.C.T.O.
• If not already achieved, must successfully complete within five years, the courses required for the C.R.M. designation

General Information:

As an equal opportunity employer, the City of Thunder Bay encourages applications from Indigenous peoples, persons with disabilities, members of visible minority groups and women.

ONTARIO HUMAN RIGHTS CODE:  It is a contravention of the Human Rights Code of Ontario to discriminate on the basis of: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, marital status, family status, disability, age, record of offences, gender identity or gender expression.  Therefore, a resume submitted to the City must not include references to any of the above characteristics.  Do not include:

Photos
Any certificates that have photo identification
Driver's licences
Police records checks

Note: The above documentation will be requested by the Human Resources & Division should you be the successful applicant.  If a Criminal Record Check is required it will be requested by Human Resources should you be the successful applicant.  Please do not submit your Criminal Record Check with your application.

ACCOMMODATION:  Reasonable accommodations are available upon request for all parts of the recruitment process.

PRIVACY: Personal information on this form is collected under the authority of the Municipal Act, c. 302, as amended, and will be used to determine eligibility for employment. Questions about this collection of personal information should be directed to the Human Resources & Corporate Safety Division, 125 Syndicate Ave Suite 42, Thunder Bay, Ontario, P7E 6H8, Telephone: 625-3866

Application forms must reference the competition number and be submitted to Human Resources by 11:59 p.m. on the closing date.
 
Application information

Application forms must reference the competition number (CMGR-04-22) and be submitted to Human Resources by 11:59 p.m. on the closing date (March 25, 2022).

Applications must use the online application process detailed at https://www.thunderbay.ca/en/city-hall/jobs.aspx

Application Deadline:  By 11:59 p.m. (EST) on March 25, 2022