Freedom of Information Assistant

Marberg Staffing; Toronto; Presencial; CAD 40.000 - 57.000; A tiempo parcial

Descripción de la vacante

Marberg Staffing seeks an on-site Freedom of Information Assistant to support a provincial government ministry in downtown Toronto. The role is temporary with an initial term of about one month, starting November 9, working 9 to 5 with a 0.75 hour lunch, for 36.25 hours per week.

You will process large volumes of records under FIPPA, convert and redact documents, and maintain tracking and deadlines. Strong English skills, attention to detail, and compliance with privacy laws are essential.

Formación

• Education: Post Secondary Degree or Diploma in Public Administration, Legal Administration or related discipline, or equivalent combination of work experience and education.
• Preferred Work Experience: Approximately 2 years of experience in documents review or similar role.
• Preferred Sector Experience: Government administration, regulatory or legal administration experience preferred.
• Advanced proficiency in Adobe Acrobat Pro (will be tested).
• Strong Microsoft 365 proficiency including Word, Excel, Outlook, Teams and OneDrive (may be tested).
• Expert level data entry and attention to detail (will be tested).
• Strong English written and reading comprehension skills (will be tested).
• Strong English conversational skills, and professional telephone manners.

Responsabilidades

• Provide administrative and records management support for a large FOI request.
• Process approximately 1,000 records in accordance with FIPPA.
• Convert email files (MSG) into PDFs using Adobe Acrobat Pro.
• Review documents for duplicates, organize, catalogue and maintain accurate records.
• Review and redact confidential, personal and exempt information from PDF documents.
• Prepare documents for disclosure, including scanning, photocopying and quality checks.
• Assist with FOI correspondence, including fee estimates, statutory notices, extensions and transfer letters as required.
• Maintain FOI tracking systems, monitor deadlines and compile statistical reports as required.
• Ensure accuracy, confidentiality and compliance with legislative requirements.

Educación

Post-secondary degree or diploma in Public Administration or related discipline

Herramientas

Adobe Acrobat Pro

Microsoft 365

Descripción del empleo

Freedom of Information Assistant for provincial government ministry client, downtown Toronto.

Job Type: Temporary.

Initial Term: November 9 for approximately 1 month.

Existing Vacancy: Short Term Project.

Target Compensation: $34.92 per hour.

Regular Work Hours: From 9 a.m. to 5 p.m. with .75 hour unpaid lunch break, Monday to Friday (36.25 work hours per week).

Work Location: 100% onsite at client's downtown Toronto office near TTC station.

Responsibilities Summary:

Provide administrative and records management support for large Freedom of Information (FOI) request, processing high volume of records through document conversion, review, cataloguing and redaction using Adobe Acrobat Pro, while ensuring compliance with FIPPA requirements and statutory deadlines.

• Process approximately 1,000 records in accordance with the Freedom of Information and Protection of Privacy Act (FIPPA).
• Convert email files (MSG) into PDFs using Adobe Acrobat Pro.
• Review documents for duplicates, organize, catalogue and maintain accurate records.
• Review and redact confidential, personal and exempt information from PDF documents.
• Prepare documents for disclosure, including scanning, photocopying and quality checks as required.
• Assist with FOI correspondence, including fee estimates, statutory notices, extensions and transfer letters as required.
• Maintain FOI tracking systems, monitor deadlines and compile statistical reports as required.
• Ensure accuracy, confidentiality and compliance with legislative requirements.
• Additional FOI documents review and processing responsibilities as required.

Qualifications:

Education: Post Secondary Degree or Diploma in Public Administration, Legal Administration or related discipline, or equivalent combination of work experience and education.

Preferred Work Experience: Approximately 2 years of experience in documents review or similar role.

Preferred Sector Experience: Government administration, regulatory or legal administration experience preferred.

Technical and Language Skills Requirements:

• Advanced proficiency in Adobe Acrobat Pro (will be tested).
• Strong Microsoft 365 proficiency including Word, Excel, Outlook, Teams and OneDrive (may be tested).
• Expert level data entry and attention to detail (will be tested).
• Strong English written and reading comprehension skills (will be tested).
• Strong English conversational skills, and professional telephone manners.

Task -Based Qualifications and Additional Attributes:

• Strong understanding of Freedom of Information and Protection of Privacy Act (FIPPA), including demonstrated ability to interpret and apply provincial information and privacy legislation, regulations and related procedures
• Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
• Focused and able to work effectively with minimal direction and supervision, to prioritize tasks effectively, and to manage volume targets and due dates.
• Pleasant and courteous. Demonstrated commitment to client service and professional representation of the organization.
• Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
• Superior attention to detail, and organized, methodical approach to completion of tasks.
• Demonstrated ability to work well both independently and collaboratively, and liaise effectively with a wide and diverse range of internal and external stakeholders.

Additional Requirements:

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work 100% onsite, abiding by organization health and safety policies.
• Ability to promptly provide recent, qualified employment references who are available to speak with either Marberg or Marberg's client.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Additional satisfactory Background Checks, Technical Skills Evaluations, Interpersonal Skills Assessment. and Employment References as required.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.