Records and Privacy Assistant

RECORDS AND PRIVACY ASSISTANT

The City of Belleville, known as the ‘Friendly City’, is located at the mouth of the Moira River where it meets the picturesque Bay of Quinte. Experience world-class fishing, boating, cycling, and walking along approximately 14 kilometers of waterfront trails. Situated between Toronto and Montreal, and less than one hour from the U.S. border, the City truly is at the center of it all.

Approximately 56,000 people make Belleville their home and over 220,000 live within 30 minutes of the City. We are in close proximity to Prince Edward County where you can discover award winning wineries and numerous beaches including Sandbanks Provincial Park. We are home to Loyalist College of Applied Arts and Technology as well as Albert College, Canada’s oldest co-ed boarding independent private school. The historic downtown core provides numerous restaurants, shopping and live music and theater venues for an amazing cultural experience. Our inviting blend of small town warmth and big city amenities, quality of life and affordable housing make Belleville the perfect place to live, work and play. More information is available at www.belleville.ca

Currently, the City of Belleville has an exciting opportunity for a highly motivated, strategic, and dynamic individual to join our People & Corporate Services Department as a Records and Privacy Assistant.Position Type: Permanent Full Time
Number of Positions: One (1)
Department: People & Corporate Services Department
File Number: SV26-126
Location: City Hall (169 Front Street, Belleville, ON)
Hours: 35 hours per week; Monday to Friday, 8:30am to 4:30pm
Employee Group: Union - CUPE
Salary: Jurisdiction A Grade 7 $31.05 - $35.69 per hour (Under Review)
Closing Date: Tuesday, November 17, 2026at 4:30 PMPURPOSE AND SCOPE:
Reporting to the Deputy City Clerk, this position provides administrative support, coordinates Freedom of Information (FOI) requests, supports the Corporation’s records management program, and ensures a high standard of customer service to internal and external stakeholders.

KEY RESPONSIBILITIES:
This position will:

• Provide timely and accurate information to the Deputy City Clerk and respond to the decisions and directions generated by same, guided by established departmental policies guidelines and procedures and the requirements of Provincial legislation.
• Provide administrative support to the People & Corporate Services Department
• Communicate professionally, and effectively, providing a high standard of customer service both internal and external, on matters related to Corporate Services, with a focus on accessibility inclusive of diverse needs.
• Coordinate the day-to-day administration of FOI requests under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), including receiving and reviewing requests, communicating with applicants, coordinating departmental searches, reviewing responsive records, preparing correspondence and assisting with the application of exemptions.
• Maintain accurate FOI files, tracking systems and related documentation, monitor legislated deadlines, and support the preparation of annual statistical reporting to the Information and Privacy Commissioner of Ontario.
• Assist with the preparation and review of Privacy Impact Assessments (PIAs) to identify and assess privacy risks, support compliance with applicable legislation, and recommend measures to protect personal information.
• Maintain the Corporation’s agreement database within the designated document management system SharePoint, including uploading agreements, entering and maintaining accurate metadata.
• Support the Corporation's records management program, including the organization, classification, retention, retrieval and disposition of corporate records in accordance with TOMRMS, applicable legislation and municipal policies and procedures.
• Assist with counter coverage for the department in the absence of other staff, including acting as Deputy Issuer of marriage licenses and preparing documents related to vital statistics, with a focus on accessibility inclusive of diverse needs.
• Appointed as Commissioner of Oaths.
• Prepare invoices, purchase orders and cheque vouchers.
• Maintain a register of claims (Insurance & Legal) made against the municipality and prepare related correspondence.
• Compile, produce and disseminate agendas for committees related to the activities of the Deputy City Clerk and attend committee meetings; record minutes and produce follow-up correspondence, ensuring that content is accessible to all individuals including those with disabilities.
• Work with multiple competing demands and deadlines.
• Assist with Municipal Election duties.
• Perform all tasks and responsibilities through the lens of Equity, Diversity, Inclusion, ensuring commitment to fairness, representation, accessibility and respect for diverse perspectives and cultures in all aspects of work
• Perform other related duties, as assigned.

Note: the above duties and responsibilities are not to be construed as all-inclusive.

EDUCATION/TRAINING/SPECIALIZED SKILLS:
Minimum Qualifications:

• Two (2) years College Diploma in Office Administration or a related field
• Current Satisfactory Criminal Record Check (“CRC”) prior to commencing work at the City of Belleville.

Preferred Qualifications:

• Completion of workshops/training sessions related to the position, including but not limited to AMCTO courses such as Municipal Administration Program or FOI learning sessions.

WORK EXPERIENCE:
Required Qualifications:

• Two (2) years, administrative support experience in a public sector office
• Computer literacy with advanced skills in Microsoft Office applications including Outlook, Word, Excel, etc.
• Demonstrated organizational skills with the ability to manage multiple tasks and priorities in a demanding environment
• Demonstrated customer service skills, strong verbal and written communications skills
• Proven ability to work with professionalism and confidence with all levels of management and the public
• Previous experience working with confidential and sensitive material
• Experienced in responding to Freedom of Information requests.

Preferred Qualifications:

• Knowledge of The Ontario Municipal Records Management System
• Previous administrative experience in a Municipal Clerk’s department
• Knowledge of Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)
• Previous experience with Vadim, iCompass, FOI Assist or Vayle, and Adobe Pro

WHAT’S IN IT FOR YOU:

• Competitive market salary

• Competitive employer-paid extended health benefits

• OMERS Pension Plan
• Live, work, and play in the beautiful city of Belleville and experience all that it has to offer.

HOW TO APPLY:

www.belleville.ca/careers
We thank all applicants who apply but advise that only those selected for an interview will be contacted.

Please be advised that the City of Belleville uses email to communicate with their applicants for open job postings. It is the applicant’s responsibility to include an updated email address that is checked frequently and accepts emails from unknown users. As we send time-sensitive correspondence regarding recruitments via email, it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the job posting.

The City of Belleville is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please advise the Human Resources Division to ensure your accessibility needs are accommodated throughout this process.

Personal information and any supporting material will be administered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).