FIPPA & Legal Coordinator

Position Title:

FIPPA & Legal Coordinator

Division:

Transaction Structuring

Department:

Legal Services

ReportsTo:

Vice President, Legal Services

Position Purpose

The position is required for the following purposes: 1.To coordinate the administrative requirements of the Freedom of Information and Protection of Privacy Act (“FIPPA”) through the interpretation of legislation in response to issues and requests and the development of operational procedures for FIPPA compliance by Infrastructure Ontario’s (“IO”) Freedom of Information Office. 2.To conduct legal searches, assisting with drafting of standard templated legal documents, and provide administrative support to Legal Counsel working in IO’s lending program

Key Function and Responsibilities

Coordination and Processing of all FIPPA Matters

  • Process and in-take all access to information requests for access to records and personal information within the time limits prescribed by FIPPA
  • Represent IO as the first point of contact for requesters seeking access to records from I
  • Collect fees representing costs associated with access to information requests and determine fee estimates with respect to access to information requests
  • Issue time extensions with respect to access to information requests involving a large number of records or necessitating consultations with external institutions
  • Consult with other Ministries/Agencies and third parties in obtaining their views on disclosure of the responsive records
  • Transfer requests to other institutions under FIPP
  • Assist in the preparation of communications materials prior to the disclosure of record
  • Draft decision letters, briefing notes and obtain internal approvals for disclosure of responsive record
  • Work with Legal Counsel to seek assistance in reviewing responsive records for disclosure and with respect to appeal matters with the Information and Privacy Commissioner (“IPC”)

Provide Advice and Guidance to Program Areas on FIPPA Matter

  • Advise IO and its stakeholders of incoming access to information request
  • Contact and liaise with the appropriate IO business unit and determine what records are responsive to the access to information request; in consultation with and direction by legal counsel, review the responsive records and determine what exemptions under FIPPA, if any, are applicable to the responsive record
  • Assist Legal Counsel in severing and preparing responsive records for disclosur
  • Liaise with IO stakeholders regarding the substance of IO's access decision prior to disclosure of sensitive records

Lending Support Service

  • Conduct preliminary reviews of templated lending documents for Legal Counsel to identify deviations from template
  • Draft security documentation and closing agendas for non-municipal lending transactions
  • Conduct searches in a timely manner, which include Teraview and Geoviewer title searches, PPSA searches, execution searches, and Cyberbahn searches prior to advancing funds to borrowers, as part of transaction due diligence, and as part of existing loan reviews
  • Review and present search results in an organized and comprehensive manner to Legal Counsel to assist in determining secured lender priorities
  • Prepare documents for electronic registrations under PPSA and on title
  • Prepare annual security reviews of lending files
  • Communicate issues or deficiencies with respect to any legal lending documents with lending clients and Legal Counsel in a time sensitive manne
  • Regularly update templates and other legal documents as required and directed by Legal Counse
  • Under the direction and guidance of Legal Counsel, become functionally familiar with statues applicable to IO's lending program, including the Municipal Act, 2001 and the Personal Property Security Act

Provision of Administrative Services to Legal Services (Corporate) Team

  • Provide administrative support and engage in administrative duties, as required.

Qualifications

Education and Knowledge

  • University degree or college diploma/certificate/designation from a recognized institution in public administration, law, records management, law clerk or equivalent experience related to the role.

Experience

  • Over 3 years of experience in similar role in a government or corporate setting.
  • Knowledge of FIPPA and its application, in addition to government processes to ensure compliance with FIPPA, is considered an asset
  • Knowledge of financing terminology and practices, title search methods and procedures, including electronic registration procedures, and knowledge of PPSA search methods and procedures is considered an asset.

 

Skills and Personal Attributes

  • Excellent written communication skills, meticulous attention to detail to proofread and edit legal documents
  • Demonstrated eagerness and willingness to learn
  • Ability to work pro-actively and independently, with limited supervision in core responsibilities
  • Demonstrated tact, diplomacy, and interpersonal skills to liaise with Legal Counsel, senior management and staff on sensitive FIPPA and legal matters
  • Strong organizational skills to determine work priorities and manage multiple projects in a fast paced environment
  • Strong interpersonal skills and proven ability to build and maintain positive working relationships and work in a team-based environment
  • Strong computer skills, including Microsoft Office Suite (Word, Excel, PowerPoint) and database packages.