Amended - Information Management Specialist

*OPS and IPC Reciprocal Staffing Agreement*

Are you a subject matter expert in information management with hands-on technical experience implementing a digital records management program? Are you interested in helping transform how Ontario's access and privacy regulator leverages information and technology to fulfill its mandate?

The Information and Privacy Commissioner of Ontario (IPC) has an exciting opportunity for an Information Management (IM) Specialist within the IPC's Information Technology and Information Management (ITIM) department. The IM specialist is one part of the Business Information Solutions Team, made up of various subject matter experts focused on designing, implementing, and administering our information systems, information management, and data analytics capabilities.

The IPC is an administrative tribunal responsible for the Freedom of Information and Protection of Privacy Act (FIPPA), the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), the Personal Health Information Protection Act (PHIPA) and the Child, Youth and Family Services Act (CYFSA).

If you have expert level understanding of records management principles, best practices, and legislated requirements, along with a track record of successful IM business process transformations, this career opportunity is for you!

What can I expect to do in this role?

As Information Management Specialist, you will:

• Provide advice on the implications and implementation of various information technologies to support IM policy implementation, provide input to integrated information management (IM) plans, standards, and procedures, for the IPC.
  
• Support the IPC in providing controllership of corporate information assets by implementing and evaluating information management services and systems in accordance with applicable legislation, standards and guidelines.
  
• Design, communicate, document and maintain procedures for the IPC's digital and paper information and business records strategy including Information/Records Management plan and records retention schedules
  
• Deliver the disposition of paper and digital records in collaboration with the Archives of Ontario and secure destruction service providers.
  
• Develop training materials and ensure delivery of training on information and records management policies, procedures, and best practices.
  
• Develop file plans, perform Information Sensitivity Classification, and oversee appropriate controls and access permissions for various categories of organizational records and information holdings.
  
• Coordinate and/or participates in the planning, development and maintenance of integrated information management services and systems (e.g. IM configuration for Microsoft 365).
  
• Define and specify information and records management technical and contractual requirements for new business information solutions.
  
• Develop and monitor key performance indicators and reports to measure organizational compliance with IPC information and records management policy and procedures.
  
• Coordinate and/or participate in planning, developing and implementing IM compliance, risk and quality reviews, and contributes to recommendations for enforcement and change
  
• Conducts research, analysis and needs assessment to identify and meet procedural and other IM requirements.

How do I qualify?

You will qualify for this position by demonstrating:

1. Education and Experience

• You have a Master's degree in records management, information systems/management or an acceptable combination of education and relevant experience.
  
• You have a minimum of five (5) years prior experience in record keeping, information management lifecycle concepts, business process improvement concepts, and data analysis techniques
  
• You have expert knowledge of records and information management, including information lifecycle management and governance
  
• You have demonstrated experience implementing electronic data and records management solutions such as Microsoft 365, OpenText, or similar.

2. Knowledge Requirements

• Knowledge of Records and Information Management (RIM) theories, principles, technology, emerging trends, best practices, and legislative requirements such as the Freedom of Information and Protection of Privacy Act (FIPPA)
  
• Experience developing information classification systems, file directory structures and file plans, and records retention schedules
  
• Knowledge of privacy impact assessments, to determine need for, and support, assessments
  
• Knowledge of records, data and information management, storage, security and retrieval to provide advice and training, and ensure compliance
  
• Ability to interpret and apply legislation, policies and procedures related to the management of information and the protection of privacy
  
• Ability to acquire and apply knowledge of current and emerging information, access and privacy theories, trends, issues, and solutions to help resolve contentious/sensitive issues
  
• Practical experience in using Microsoft 365 Purview, OpenText Content Management and/or Microsoft SharePoint Online as a records management tool
  
• Practical experience in developing an Information Management strategy and operational plan

3. Skills and Abilities

• you can identify and analyze client objectives, organizational structure, work processes, and program needs, to ensure appropriate records management solutions are implemented
  
• you have knowledge of procurement, service agreements development, and vendor management, to support and contribute to procurement for IM solutions
  
• you have knowledge of risk management, loss prevention, and mitigation techniques for the identification and protection of information
  
• you can prepare business cases, project proposals, charters, and plans for information management projects and initiatives
  
• you can ensure project/work outputs adhere to all technical development standards
  
• you have knowledge of performance measurement and quality assurance techniques to support the effectiveness of IM systems and services, strategies, and projects

Asset Qualifications

• Relevant industry certifications (e.g., ARMA essentials, CRA, CRM) would be considered an asset.

What's in it for you?

• A modern organization with a flexible hybrid work model with in-office attendance at a minimum of 5-10 days per month.
  
• Commitment to continuous learning and developmental opportunities for all its employees.
  
• Work with an innovative and high performing organization committed to creating a positive organizational culture and highly dedicated to its mission of advancing the privacy and access rights of Ontarians.
  
• A defined benefit pension plan, Comprehensive Health Plan, and Life and Disability Insurance.
  
• Maternity and parental leave top-up benefits.

Commitment to diversity, inclusion, accessibility, and anti-racism:

We are committed to building a workforce that reflects the communities we serve and promoting a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

We also believe in the importance of providing services to Ontarians in both official languages, and encourage interested bilingual candidates to apply particularly for public facing positions.

Notes:

• OPS & OPS and IPC Reciprocal Staffing Agreement:
  • The IPC has a Reciprocal Staffing Agreement with the Ontario Public Service (OPS) that enables OPS employees to apply to positions with the IPC.
    
  
  
  
• Qualified List Information:
  
  • A list of qualified candidates will be established for the Information Management Specialist position in the Information and Privacy Commissioner of Ontario (IPC) and will be in effect for twelve (12) months from the date the list is created. Qualified candidates on the list may be considered when filling future permanent and/or temporary vacancies in this position.

Collection of Information

Your personal information is being collected and will be used to determine your qualifications for employment with the Ontario Public Service, and for recruitment modernization initiatives. OPS Careers is an authorized common service in accordance with s. 6 of the Ministry of Government Services Act, R.S.O. 1990, c. M.25 and this collection of personal information is necessary to the proper administration of OPS Careers.

Please do not provide more personal information than what is asked of you. For example, do not include your social insurance number, photograph, or banking information, etc. with your application. We strongly encourage you not to provide us with information beyond that which is requested in the job posting.

If you have any questions about the collection, use, disclosure, or retention of your personal information, please contact us.

All external applicants (including former employees of the Ontario Public Service) applying to a competition in a ministry or Commission public body must disclose (either in the cover letter or resume) previous employment with the Ontario Public Service. Disclosure must include positions held, dates of employment and any active restrictions as applicable from being rehired by the Ontario Public Service. Active restrictions can include time and/or ministry-specific restrictions currently in force, and may preclude a former employee from being offered a position with the Ontario Public Service for a specific time period (e.g. one year), or from being offered a position with a specific ministry (either for a pre-determined time period or indefinitely). The circumstances around an employee's exit will be considered prior to an offer of employment.

Remember: The deadline to apply is Thursday, May 18, 2023 11:59 pm EDT. Late applications will not be accepted.

We thank you for your interest. Only those selected for further screening or an interview will be contacted.