Position Summary:

Reporting to the Manager, Legislative Services, the Legislative Officer, Legal and Privacy carries two connected portfolios: coordination of the City’s legal files in support of external legal counsel, and administration of the City’s access to information and privacy program under Alberta’s Access to Information Act (ATIA) and Protection of Privacy Act (POPA).

The position works across all departments and with senior management, Council, external legal counsel, insurers and adjusters, other public bodies and the Office of the Information and Privacy Commissioner. It suits a self-starter who can carry files from intake to closure, work to statutory deadlines, and handle privileged and confidential information with sound judgment.

Key Accountabilities:

Legal File Coordination, in Support of External Legal Counsel

• Maintain the corporate register of active claims, litigation, appeals and disputes, tracking status, limitation periods, filing deadlines and next steps, and report on open matters and risk to the Manager, Legislative Services.
• Coordinate the identification, collection, review and production of records for questioning, affidavits of records, undertakings, summonses and court-ordered production, working with departments and the Records Management Coordinator.
• Issue and monitor legal holds so records relevant to anticipated or active litigation are preserved.
• Serve as the day-to-day point of contact with external legal counsel: convey approved instructions, assemble briefing packages, chronologies and document briefs, arrange attendances, and track undertakings to completion.
• Prepare draft documents, correspondence and factual chronologies under the direction of external legal counsel, for counsel’s review and signature.
• Track legal services expenditures against budget, review external counsel invoices for accuracy and matter allocation, and provide input into the annual legal services budget.
• Coordinate with Finance and the City’s insurer or adjuster where a matter is both an insurance claim and a legal file, so that notice and reporting timelines are met.
• Conduct factual, legislative and case research, and maintain the corporate precedent library of agreements, templates and instruments.
• Maintain legal files and matter records in a manner that protects solicitor-client and litigation privilege.

Access to Information, in Support of the Delegated Head

• Receive, log and process requests for access to information, confirm scope with applicants, and manage legislated response timelines.
• Coordinate records searches across departments and document search efforts to a defensible standard.
• Review and sever records, prepare the severing rationale against the applicable exceptions, and assemble the recommended response package for the Manager’s decision as the CAO’s delegate.
• Prepare fee estimates, third party notices, time extension notices and applicant correspondence.
• Prepare the City’s submissions and records for reviews, complaints and inquiries before the Information and Privacy Commissioner, with the Manager and external legal counsel.
• Maintain the request register and reporting, and support proactive disclosure outside the formal request process.
• Guide departments on record retrieval, search expectations and disclosure obligations, and assist the public in making requests.

Privacy Program

• Develop, implement and maintain the City’s Privacy Management Program, including supporting policies, procedures, documentation and periodic review.
• Develop and deliver mandatory privacy training for employees and as directed, Council, and maintain training records for compliance purposes.
• Complete privacy impact assessments and advise departments on privacy risk in new programs, technology, contracts, and data sharing or data matching arrangements.
• Administer the privacy breach process, from intake and containment support through risk assessment, notification, remediation tracking and reporting.
• Review procurement documents and service provider agreements for required privacy provisions, with Finance, Information Technology and external legal counsel.
• Respond to requests for personal information from police services, other public bodies and third parties, and advise on collection notices, consent and authority to disclose.
• Monitor legislative amendments, Commissioner orders and guidance, and recommend changes to City policy and practice.

Corporate and Legislative Support

• Support the Senior Legislative Officer and the Manager, Legislative Services in reviewing bylaws, policies, agreements and reports to Council for legal and legislative compliance.
• Provide backup and project support to statutory and quasi-judicial functions as assigned, which may include the Assessment Review Board, the Subdivision and Development Appeal Board, elections, petitions, census and Commissioner for Oaths services.
• Participate as a member of the Chestermere Emergency Response team in preparing and enabling the community to respond in the event of a local or regional disaster.
• Follow City policies, procedures and safety guidelines, and perform other duties as assigned.

Note: The above statements are intended to describe the general nature and level of work being performed by the incumbent of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of this position.

Qualifications and Competencies:

• Paralegal or legal assistant diploma, or a diploma or degree in law, public administration, information management or a related field.
• Three to five years of related experience, preferably in a municipal or other public sector environment, including litigation support or legal file coordination and access or privacy work.
• Working knowledge of the Alberta Rules of Court, ATIA, POPA and the Municipal Government Act.
• An equivalent combination of education and experience may be considered.
• Considered an asset: a privacy or access designation such as CIAPP, IAPP CIPP/C or CIPM, or the University of Alberta Information Access and Protection of Privacy certificate; experience establishing a privacy management program; experience supporting a public body through a commissioner review.

Required Certifications and Documentation

• Valid Class 5 Alberta driver’s licence and a driver’s abstract deemed satisfactory by the City.
• Criminal record check deemed satisfactory by the City.
• Appointment as a Commissioner for Oaths in and for Alberta, or willingness to obtain one.

Expected Skills and Attributes

• Discretion, integrity and sound judgment with privileged, confidential, personal and politically sensitive information.
• Ability to set priorities among conflicting demands and non-negotiable statutory deadlines, and to plan several steps ahead so timelines are met.
• Strong written communication, including the ability to explain legislation and obligations in plain language.
• Strong research and analytical skills with a high standard of accuracy and attention to detail.
• Responsive, resourceful and professional with departments, external counsel, applicants and the public, including in situations that may be adversarial.
• Proficiency with Microsoft Office and with document review and redaction tools.

Working Conditions:

This position is primarily office-based and requires extended periods of computer work, concentration, and document review. Regular attendance at daytime and evening Council and committee meetings is required, and work outside regular business hours should be expected during peak legislative periods, statutory processes, or when covering for the Manager of Legislative Services.

This job description is intended to describe the general nature and level of work being performed and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required for the position.

Union: Exempt

Position Type: Full-time/Permanent

Location: City Hall, City of Chestermere