Records Access and Privacy Coordinator

Records, Access and Privacy Coordinator

Job Type: Full-time Permanent

Job Posting #: 2026-22

Closing Date: Open Until Filled

Group: Non-Union

Department: Corporate Services - Clerks

Location: Owen Sound, ON

The City of Owen Sound is seeking a detail-oriented and collaborative professional to serve as Records, Access & Privacy Coordinator. Reporting to the City Clerk, this role is responsible for administering the City’s records management, access to information, and privacy programs, while supporting compliance with applicable legislation and corporate policies.

This position plays a key role in promoting sound information governance practices across the organization, coordinating Freedom of Information (FOI) requests, supporting privacy compliance, and delivering training and guidance to staff. This posting is for an existing vacancy.

What You’ll Do

Records Management & Information Governance

• Administer corporate records management for both electronic and physical records, including retention, storage, retrieval, and disposition.
• Maintain and implement records policies, procedures, standards, and guidelines.
• Coordinate with archival services for the transfer and retrieval of records.
• Maintain central policy inventory and corporate documentation systems.
• Coordinate and process Freedom of Information (FOI) requests in accordance with legislative requirements and timelines.
• Support privacy compliance, including coordinating privacy impact assessments and breach responses.
• Provide guidance to departments on records, access, and privacy-related matters.
• Monitor legislative changes and recommend improvements to policies and practices.

Training & Corporate Support

• Develop and deliver training programs related to records management, FOI, and privacy.
• Support organization-wide compliance by promoting best practices and fostering awareness.

Clerk’s Office Support

• Assist with municipal election preparation and administration. Provide backup support for counter services, including responding to inquiries and issuing permits or licenses.
• Act as Deputy Issuer of marriage licences, Deputy Division Registrar, and Commissioner of Oaths.

What We’re Looking For

Education & Experience

• Post-secondary diploma or degree in public administration, paralegal, or related field.
• Specialized training in records management is an asset.
• Minimum two (2) to four (4) years of experience in a busy office environment.
• Knowledge of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
• Enrollment in or completion of the AMCTO Municipal Administration Program is considered an asset.

Skills & Competencies

• Strong understanding of legislation and ability to interpret policies and procedures.
• Excellent research, analytical, and problem-solving abilities.
• Exceptional written and verbal communication skills.
• Ability to manage multiple priorities and work independently with sound judgment.
• Strong attention to detail and experience handling confidential information.
• Proficiency with Microsoft Office and records management systems (e.g., SharePoint, Gimmel, Vayle considered an asset).

Other Requirements

• Ability to respond to sensitive or complex inquiries with professionalism and discretion.
• Strong customer service skills and ability to work collaboratively across departments.
• Ability to adapt to changing priorities and organizational needs.

Compensation & Benefits

• Wage: $38.15 - $46.52 hourly, 35 hours per week.
• Benefits: Comprehensive employer-paid Extended Health & Dental plan, and OMERS defined benefit pension plan.

Why Join Us?

• Join a collaborative and service-focused organization where your work directly supports transparency, accountability, and effective municipal operations. You’ll play a key role in strengthening records management and privacy practices that support both staff and the community.

Why Owen Sound?

Owen Sound offers urban amenities with natural beauty — a vibrant arts scene, strong community spirit, and year‑round recreational opportunities along the shores of Georgian Bay.

How to Apply

Interested candidates should submit their applications via the City’s Careers Page. We are committed to inclusive, barrier-free recruitment and encourage applications from all qualified individuals. Accommodations are available upon request.

Equal Opportunity Employer Statement

The City of Owen Sound values diversity and is committed to providing an inclusive workplace. We will accommodate the needs of applicants in accordance with the Human Rights Code and the Accessibility for Ontarians with Disabilities Act throughout the hiring process.

The City of Owen Sound is committed to a fair, transparent, and people-centred recruitment process. While modern tools may assist in administrative tasks, all hiring decisions are made by people, and every application is reviewed by a member of our Human Resources team.

We do not use automated decision-making or artificial intelligence tools to screen out or eliminate applicants. Any technology used in the hiring process is designed solely to support efficiency—not to replace human judgment or evaluate applicant suitability.

Privacy Statement

We thank all applicants for their interest; only those selected for an interview will be contacted. Personal information is collected under the authority of the Municipal Act for the purpose of candidate selection. It will be maintained in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

Availability/Shifts

Days: Monday, Tuesday, Wednesday, Thursday, Friday

Languages

English