Job Description

Purpose:
The Administrative Assistant manages and provides administrative support services for the Office of the Information and Privacy Commissioner (OIPC). The work involves a variety of tasks including receptionist duties, providing administrative support to the office of the Information and Privacy Commissioner, performing file process management duties, word processing, editing, preparation of case profile reports, reviewing and summarizing written submissions, conducting research, compiling statistics, purchasing office supplies and other related duties.

Location:
Charlottetown, Prince Edward Island

About the Office of the Information and Privacy Commissioner:
The Information and Privacy Commissioner is an independent officer of the Legislative Assembly who promotes public access to information and protection of privacy. The (PDF) and the (PDF) provide rights of access to information, with some exceptions, and protect personal privacy.
The Information and Privacy Commissioner reviews complaints about actions or decisions relating to these two laws. If a matter cannot be settled, the Commissioner has the power to make findings and make recommendations or issue orders.

Reporting to:
Information and Privacy Commissioner

Responsibilities:
In a high volume, deadline-driven work environment you will:

• Receive and analyze incoming inquiries and documentation to identify requests for review/ complaints/ non-jurisdictional matters;
• Draft correspondence to applicants, complainants, public bodies, and custodians;
• Track deadlines and priorities, and maintaining a bring-forward file system;
• Control the safe keeping of the public body\xe2\x80\x99s confidential records and related documents;
• Initiate and respond to Communications with the Access and Privacy Services Office (APSO) and other FOIPP coordinators;
• Input/update information into computerized case management system (pending implementation);
• Assist with the management of voluminous and/or disorganized records;
• Produce a large volume of complex documents with attention to detail;
• Review records for completeness and maintain comprehensive filing system.
• Update the OIPC website by ensuring the posting of orders and decisions issued by the Commissioner, as well as proactive disclosures, relevant links and other pertinent information;
• Post published decisions/orders/reports on CanLII;
• Compile data such as statistics, activities of the Office, public education initiatives, etc. for inclusion in Annual Report;
• Make travel arrangements and reservations for accommodations, preparing and submitting claims for travel expenses;
• Monitor the budget of the office by keeping records relating to expenditures.

Note: This job description reflects the general duties considered necessary to describe the principal functions of the job identified and shall not be construed as a detailed description of all the work requirements that may be inherent in the position.

Work Environment
Extended periods of sitting and use of computer; quiet office setting; fast-paced work, and small team environment.

Knowledge, Skills and Abilities

• Knowledge in Microsoft Word, electronic mail, and internet is required;
• Knowledge of the Freedom of Information and Protection of Privacy Act and Health Information Act is an asset, and experience with legislation;
• Ability to communicate effectively in English, both written and orally;
• Ability to maintain confidentiality of records and information;
• Ability to demonstrate a high level of interpersonal skills, patience, tact, and sensitivity;
• Strong organizational, analytical, and decision-making skills;
• Ability to work independently and complete tasks with minimum supervision and instruction.

Qualifications

• Post-secondary degree or diploma in business administration or related field; relevant equivalency in experience and relevant professional development may also be considered.
• Minimum of 3 years\xe2\x80\x99 experience providing office administration and support in a professional setting;
• Experience handling highly confidential information and organizing files using case management software (asset);
• Experience with intake processes (preferred);
• Demonstrated understanding of privacy legislation and processes (preferred).

Conditions of Employment

• Legally entitled to work in Canada;
• Provide a satisfactory Criminal Record Check and Reference Checks;
• Oath of Confidentiality will be required.

Join Us
The Office of the Information and Privacy Commissioner (OIPC) is fully committed to creating an inclusive environment and building a team that represents a variety of backgrounds, perspectives, and skills. All qualified applicants will receive consideration for employment without regard to age, race, religion, ethnicity, gender, disability, citizenship status, marital status, actual or perceived sexual orientation. We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Compensation and Benefits
Full-Time / Permanent
Level 13 ($50,973-$60,684) per annum
Commensurate with education and related experience.
Health benefits, pension, and other discretionary benefits.

Application Closing Date:
Friday, January 13, 2023 at 4:30 pm (AST)
Please apply online only.

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