Foip and Records Specialist - Edmonton, Canada - Edmonton Catholic Schools

Edmonton Catholic Schools

Verified Company

Edmonton, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Edmonton Catholic Schools is a large urban school division whose mission is to provide a Catholic education that inspires students to learn and that prepares them to live fully and to serve God in one another.

The Division is comprised of over 44,000 students and 5,000 employees in 95 schools plus other sites.

FOIP and Records Specialist:

Requisition ID: 8315

Hours Per Week: 35

Position:
New

FTE: 1.0

Department:
Division Monitoring

No Months Per Year: 12

Position Status:
Permanent

Employee Group:

OOS

Rate of Pay:
$58,185 - $72,743

Posting Closing Date: 4/4/24

The incumbent provides ongoing support and back-up to the FOIP Coordinator and Records and Information Management Coordinator.

The incumbent brings together a range of services related to access and privacy as well as records and information management, including assistance with consultation on best practices, as well as with developing and implementing privacy and records management frameworks, policies, and procedures.

This job operates within the context of various legislative requirements and case precedents, government policy, and the practical realities of Division business.

The incumbent provides the appropriate level of responses to questions or requests for consultation.

In addition, the incumbent ensures that the operations of the Division are in accordance with the FOIP Act and records management best practices while considering other pieces of legislation.

Job Responsibilities Include:

FOIP compliance and support

Assist FOIP Coordinator in delivery of services (including access to information requests)
Assist in processing formal and informal access to information requests including working with Division staff to retrieve records, estimate fees, collect fees, and redact records based on the FOIP Act
Assist in maintaining records relating to all access to information requests, including the monitoring, tracking, and reporting of access to information requests
Assist in responding to reviews from the Office of the Information and Privacy Commissioner (OIPC)
Assist in investigating and responding to privacy breaches or complaints in accordance with the Alberta FOIP Act, Alberta Education Act, Student Record Regulation, and other relevant orders/acts/regulations

Records management support

Assist Records and Information Management Coordinator in delivery of services (including development and maintenance of records retention guidelines)
Assist in providing advice for all records, including physical, digitized and those that are born digitally
Assist in providing advice on quality assurance requirements and audits
Assist departments/schools in ascertaining current records status and records management practices
Assist in providing advice to departments/schools on performing overall needs assessments and records inventories
Assist departments/schools in the implementation of records and information management procedures
Assist in conducting records and information management audits to ensure compliance
Assist with the Student Document Repository (SDR) and Provincial Approach to Student Information (PASI)
Assist in responding to information requests (e.g., student records)

Communication and consultation

Assist with providing training sessions for records, information, access, and privacy
Assist with providing advice and guidance in area of expertise
Assist with updating and supporting information on the Division website and the Division Monitoring SharePoint site

Development and implementation

Assist in the development, maintenance, and implementation of the Division's privacy and records management framework, including policies, procedures, guidelines, and standards
Assist in the development of forms, privacy and records impact assessments, risk assessments, and Information Sharing Agreements
Assist in the development of classifications, taxonomies, metadata, information lifecycles, workflows, and definitions of use, access, retention, disposition, and discovery of records and information

Program unit activities

Participate in unit meetings and activities
Contribute to shortterm and longterm strategic planning activities
Assist unit staff during peak workloads and provide coveroff during absences
Participate and collaborate on projects and initiatives
Review best practices and make recommendations to enhance work efficiency and accuracy
Contribute to the development of new policies and procedures
Act as FOIP Coordinator during absences
Act as Records and Information Management Coordinator during absences

Professional development

Maintain and upgrade required knowledge through a range of professional development activities including workshops and selfstudy
Identify staff professional development needs and recommend to the director for approval
Develop and deliver approved professional developm