Reporting and Planning Analyst (Temporary)

Information & Privacy Analyst Job Number: 4252
Job Type: Full-Time
Temporary
Temp Contract Length: 7 Months
Location: 150 Frederick St - Regional Admin Headquarters
Administration
Department: Information Management and Privacy
Planning, Development and Legislative Services
Work Schedule: Mon-Fri, 8:30 AM-4:30 PM, hybrid: 3 days in-office / 2 days remote
Grade: Management/Management Support Grade 05
The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.
Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.
Coordinates administration of provisions relating to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Shares responsibility for the corporate electronic document management system, open data catalogue, end-user training, information management tools.
Provides program training and advisory services, including information management systems to Regional staff and/or coordinates support through client department records management staff. Trains and guides contract staff and students.
Reviews requests to correct personal information; Designs and coordinates inventories and analysis of recorded information flow and holdings of client groups to identify nature, function, and value (e.g., legal, fiscal, administrative, vital, archival); and extent of corporate information created, received, and maintained. Maintains current inventory data. Designs and updates the information classification system and information retention and disposal schedule for corporate information, in collaboration with Regional programs.
Advises staff regarding implementation of routine disclosure and active dissemination policies and procedures. Leads privacy impact assessments to identify potential privacy risks of new/redesigned programs, making recommendations to mitigate risks. Analyzes new technologies and recommends changes related to protection of personal information; and works with consultants to design programs related to risk mitigation. Handles, appraises, and provides access to personal and confidential information (e.g., material from closed Council sessions, employee records, labour relations issues). Conducts needs analysis with clients to identify retrieval problems and productivity issues; conducts procedural/workflow analysis and efficiency studies to identify areas for re-engineering information flow and procedures.
Monitors, tests, troubleshoots, and communicates functional aspects of electronic document management systems (e.g., usage, defects, system metrics) and analyzing data. Assists with new user setups and legacy file conversion for long-term users.
Assesses technical support needs in collaboration with ITS. Conducts new user and specialized training and provides ongoing user support. Develops and maintains training materials, guides, and other resources. Facilitates regular uploads of data to the open data catalogue and reporting to IPC.
In conjunction with archivist and ITS, researches, develops and implements strategies for long-term information preservation, and digital conversion and migration.
Participates to evaluate, recommend, and select related software. Monitors to ensure computers and other technical equipment in computer training lab are maintained and in good working order, recommends repairs or replacement, as required.
Knowledge of research techniques, MFIPPA/PHIPA and related legislation impacting municipal record-keeping and privacy requirements, Provincial policies and Orders, records/information management/project management methodologies, and document management system design, normally acquired through a university degree in information science, archival science or a Public Administration Diploma that includes course work in information access, protection, and privacy, plus progressively responsible related experience.
Knowledge of and ability to comply with policies, procedures, collective agreements, municipal by-laws, and related legislation (e.g., MFIPPA/PHIPA), including their structure and processes, and the development, amendment and implementation of same and the impact on municipalities. Knowledge of corporate records and client department functions and their related work flows and collaborative processes; Analytical, problem solving, organizational, and continuous improvement skills to assess and research information systems and privacy/disclosures; coordinate the collection of requested information; evaluate software/troubleshoot systems; Human relations, facilitation, training, and communication skills to develop consultative relationships with Regional staff, and facilitate and influence buy-in to system adoption, implementation, and changes; explain processes and clarify the nature of requests with staff and the public; conduct presentations and provide training to Regional staff with varying levels of technical skill/understanding; Ability to write reports, project plans/materials, articles for internal publications, and general correspondence. Develops training materials, Intranet publications, and procedures/instructions/ directives. Computer skills using software such as Microsoft Office, electronic document management and records management systems. Ability to work occasional irregular hours to test server/system upgrades and provide training.
Ability to travel within and outside Waterloo Region.
Region of Waterloo is committed to building a workforce through fair, equitable, and accessible hiring practices that allow us to hire qualified staff who reflect the diversity of the community we serve and to promote a respectful, inclusive, and equitable workplace.
We invite all interested individuals to apply and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to:
First Nations, Métis and Inuit peoples, and all other Indigenous peoples;
members of groups that commonly experience discrimination due to race, ancestry, religion and/or spiritual beliefs, or place of origin;
persons with visible and/or invisible (physical and/or mental) disabilities;
persons who identify as women; ca, or by calling our Service First Contact Centre at phone number View phone number on canada.jobradars.com.
Use of Artificial Intelligence in the Hiring Process: Region of Waterloo may use artificial intelligence (AI) tools to enhance efficiency during the recruitment process. AI does not make final hiring decisions.