FOI Case Manager

Requisition ID: 35147 


Company

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh), Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable cities and is working towards being the greenest city in the world. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, decolonization, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

 

 

Main Purpose & Function 
The FOI Case Manager, reports to the Director, Access to Information and Privacy, (ATIP), assisting with all aspects of managing the technical and business operations of the ATIP team. The position provides leadership and management of a large caseload of active, complex Freedom of Information, (FOI), requests, including day-to-day support and direction of staff. Responsibility for ensuring the City of Vancouver and the Vancouver Board of Parks and Recreation meets and exceeds basic compliance requirements under the Freedom of Information and Protection of Privacy Act of British Columbia, (FIPPA or the Act) lies with this role.

 

Key Contacts and Reporting Relationships:

  • Reports to the Director, Access to Information and Privacy.
  • Assumes acting responsibilities for the Director as needed.
  • Works collaboratively with the City Clerk’s Office Management team.
  • Consults extensively and works collaboratively with Legal Services, Corporate Communications and the City Manager’s Office.
  • Primary point of contact for FOI with the City Leadership Team (CLT), the Office of the Information and Privacy Commissioner of British Columbia, (OIPC), elected officials, the public at large and third party businesses.

 

Specific Duties/Responsibilities

 

Leadership function:

  • Manages FOI processes to ensure statutory compliance with FIPPA for the City of Vancouver and the Vancouver Board of Parks and Recreation.
  • Manages a team of 4.5 FTE, both Union and Exempt, FOI analytical and administrative staff.
  • Responsible for planning, assigning and reviewing work, sets goals and standards for the FOI team.
  • Provides ongoing direction, coaching and mentoring of staff, handles performance and attendance issues with employees.
  • Responsible for staff scheduling to ensure sufficient coverage at all times.
  • Strategic planning, managing and evaluating to meet ATIP Division and City Clerks Office strategic goals and ensure accountability.
  • Identifying needs and gaps; develops solutions and collaborates with the Director regarding implementation.

 

Process Management function:

  • Manages, plans and organizes all activities related to Freedom of Information requests for access to City-held records. This is a very complex and fast-paced environment with multiple internal and external, changeable, competing priorities.
  • Manages the process and communication flow of documents and inquiries; screens, reviews, and decides on priority of request as well as level of complexity and risk to the organization. Consults with ATIP Director when necessary. 
  • Assigns requests to FOI Analytical staff based on review of the incoming request and the level of complexity and risk; redirects issues/requests that can be delegated elsewhere in the organization.
  • Manages FOI file reviews of sensitive and highly confidential cases, i.e. requests for labour relations records concerning union and exempt positions and corporate business transactions and contract negotiations and other politically sensitive matters.
  • Manages the process and progress of all FOI cases, approximately 700 formal requests per year, ensuring statutory compliance with provincial legislation.
  • Researches, analyzes, summarizes, prepares and distributes reports, (i.e. FOI summary metrics), for ATIP Director’s review and/or action as well as for CLT and public presentation.
  • Provides advice and assistance to senior City management and staff on FOI requirements.
  • Develops new techniques and innovative approaches to tracking, managing and analyzing requests for information, in addition to new methods of measuring the productivity of the ATIP group.  Reviews weekly FOI metric reports to ensure appropriate resource allocation and monitor the consistency of responses, including fee determinations and fee waivers.
  • Coordinates, prepares and organizes materials, and legal support to respond to Mediation and Inquiry matters filed with the Office of the Information and Privacy Commissioner of British Columbia.
  • Prepares and delivers FOI training modules for Members of Council and City staff. 
  • Ensures all evidentiary records are filed and appropriately managed in an approved records management system and demonstrates best records-keeping practices.
  • Assumes Acting capacity for the Director, Access to Information and Privacy as necessary.

 

Qualifications

Education and Experience:

  • Post-secondary degree in Communications, Public Administration, Law, Business Administration or comparable discipline.
  • Five to seven years of progressively responsible and diversified management and administrative experience in access and privacy; a minimum of five years of municipal/public sector management experience is preferred.
  • Formal training in access and privacy principles i.e. Information and Access certificate or certification through a recognized professional organization such as the International Association of Privacy Professionals, (IAPP).

 

 Knowledge, Skills and Abilities:

  • Demonstrated superior ability as a manager and team leader; superior interpersonal skills and a proven track record in dealing tactfully and effectively with staff, the public and elected officials.
  • Demonstrated understanding of process management, investigation, research, analysis, and superior skill in the application of information and privacy principles.
  • Demonstrated ability to exercise a high level of judgement and confidentiality when handling sensitive corporate and labour relations information.
  • Demonstrated knowledge and understanding of the Freedom of Information and Protection of Privacy Act of British Columbia.
  • Detailed knowledge of the Vancouver Charter and/or the Local Government Act of British Columbia.
  • Demonstrated superior ability to effectively communicate in verbal and written form.
  • Excellent working knowledge of quality control and risk management principles.
  • Excellent organization, time management and crisis management skills and the ability to manage a team in a fast-paced environment.
  • Excellent ability to manage multiple projects on tight timelines.
  • Excellent facilitation, persuasion, negotiation and problem solving skills.
  • Demonstrated proficiency with Adobe Acrobat X Pro or similar redaction tool set and the Microsoft Office Suite of products.
  • Demonstrated ability to use an electronic records data management system.

 

An Enhanced Security Clearance (ERC) is a requirement of this position

 

All City of Vancouver employees are required to be fully vaccinated as a condition of hire and ongoing employment.  Candidates may only be exempted from this requirement if they request and are approved for an accommodation based on a reason related to a Human Rights Code ground (such as disability). Such a request must be made during, not after, the recruitment process. 

 

Business Unit/Department: City Clerk's Office (1060) 

Affiliation: Exempt 

Employment Type: Regular Full Time 

Position Start Date: February, 2022 

 

Application Close: January 30, 2022

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous applicants, people of colour, all genders, LGBT2Q+ and persons with disabilities are encouraged to apply.  Accommodations will be provided upon request during the selection process. Learn more about our commitment to diversity and inclusion

 

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In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx.. 5-10mins. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a tailored summary of skills and experience related to the position.

 


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