Access, Privacy and Records Management Officer

Legislative & Corporate Records Officer
Job Description
Reports to: Legislative Affairs Manager
Division: Community Safety & Organizational Excellence
Business Centre: Legislative Affairs
Date Updated: 2025

Job Scope: Under the leadership of the Legislative Affairs Manager, Legislative and Corporate Records Officers are responsible for the full range of the Legislative Affairs functions. This position serves as the primary expert in legislative processes, records management, Access to Information Act (ATIA) and
Protection of Privacy Act (POPA) administration within the organization. This role is expected to have broad knowledge and be responsible for ensuring compliance with relevant legislation. Officers will be expected to contribute to both the legislative and information management spheres of our Town’s governance.

Key responsibilities of the job are as follow:
1. General responsibilities:

• Officers are expected to provide proactive and emergent legislative and records management
  recommendations and advisory support. This may include providing advice and guidance to
  the organization with respect to legislation (e.g. MGA, ATIA and POPA, etc.), conducting
  research, vital records management for legislative processes, including the corporate Policy
  Manual, Bylaws and Minutes;

• The job is diverse and complex due to multifaceted duties, information management
  responsibilities, legislative compliance, tight timelines, confidentiality requirements, and
  collaboration with various stakeholders;

• Oversee the administration of ATIA and POPA requests, and act as the ATIA and POPA
  Coordinator to guide the organization in privacy compliance and best practices;

• Coordinate, maintain, and update the Corporate Records Management System (CRMS) in
  compliance with legislative and organizational requirements;

• Administration of the electronic document and file management database systems that comply
  with Town policies, ensure document accuracy, retrieval, and secure storage;

• Attend and record Council meetings, prepare agendas, minutes, and track bylaw updates and
  amendments;

• Support business centres through training for legislative processes and records management
  systems;

• Perform routine contract administration, process invoices, and oversee external records
  consultants/contractors;

• Provide general support for projects, participate in policy improvement initiatives, and maintain
  a high level of confidentiality and discretion;

• Provide general support for census and election projects/assignments.

2. Other responsibilities:
• Participate in ad hoc legislative, corporate records or cross functional projects;
• Document and track citizen inquiries;
• Provide back up to Legislative Affairs team members as required;
• Ensure compliance with OH&S, Town Standards and Administrative Guidelines; and
• Projects & initiatives as assigned.
• This role requires self-motivation, attention to detail, and the ability to operate effectively in
  high-pressure situations;
• Ability to regularly work during evening hours and other off-peak times as needed.

Qualifications and required skills:
• Education: Equivalent to completion of a diploma training program at a College or Technical
  school. It requires an ability to understand, utilize and communicate specialized information in
  speech and written text. This specialized training is often formalized and recognized by a
  diploma or certification in Local Government Administration, Records Management, or a related
  field from a recognized institution such as NACLAA, ARMA, AIIM, IIAP. Must be eligible to
  obtain a commissionaire of oaths designation in AB.

•Experience: 3 or more years related work experience representing continuous learning and
  career progression.
• Skills:
  o Ability to manage sensitive information with discretion while ensuring accuracy and
  compliance in record-keeping.
  o Strong verbal and written communication skills to interact effectively with stakeholders,
  colleagues, and external partners.
  o Exceptional attention to detail and organizational ability to manage large volumes of
  records, resolve discrepancies, and ensure efficient document retrieval.
  o Proficient with Microsoft Office Suite and position relevant software