This Privacy and Records Manager position is a subject matter expert responsible to develop and manage the city-wide information governance framework, privacy protection program, and city-wide records management program including: develop strategic plans and policies; develop and implement city-wide training and vigilance; manage program budgets; communicate to all stakeholders regularly; effectively identify, report and control incidents; monitor threats and take proactive and preventative measures; implement and manage data classification; develop and manage processes related to the inventory, storage, retention, oversight, and open records requests of City data and records.
ESSENTIAL DUTIES AND RESPONSIBILITIES The following duties, responsibilities and accountabilities are illustrative of the primary functions of this position and are not intended to be all inclusive. The Manager of Privacy and Records shall be:
Responsible for developing and managing the city-wide privacy-related risk program
Responsible for developing and managing the city-wide records management program
Responsible for developing and maintaining a privacy risk register that aligns with the City’s enterprise risk management program
Responsible for developing and managing the City’s Enterprise Privacy Program, including the development, implementation and enforcement of supporting policies and procedures
Responsible for maturing and managing the City’s Records Management Program, including the development, implementation and enforcement of supporting policies and procedures
Responsible for facilitating and leading the Enterprise Privacy Committee
Responsible for facilitating and leading City-wide Record Management Committee
Responsible for managing all applicable resources and program budgets
Responsible for developing, and updating the annual privacy implementation plan (roadmap), as part of the overall privacy program
Responsible for developing and updating the annual records management implementation plan (roadmap), as part of the overall records management program and keeping the records retention schedule current.
Responsible for ensuring that the City has and maintains appropriate privacy and confidentiality consent, authorization forms and information notices and materials
Responsible for standardizing the open records / request for information process, including implementation of related technologies.
Responsible for coordinating and/or assisting with fulfilling open records requests that involve multiple departments
Accountable for implementing and managing the data classification process, and ensuring that data sets are classified including Personally Identifiable Information (PII)
Accountable for initiating and completing Privacy Impact Assessments (PIAs) of current and planned data sources as part of Systems Development Life Cycle project management and change management
Accountable for ensuring that system monitoring activities are effectively implemented and incident investigations are properly conducted
Responsible for privacy and records compliance with federal, state, and local law and industry regulations.
Responsible for ensuring efficient access to the right information to support decision making, for operational purposes, as evidence of policies and activities and for litigation support
Accountable to meet legal obligations for the creation and retention of paper and electronic records
Responsible for maintaining operational efficiency by controlling the volume of records created and stored
Responsible for identifying those records to be preserved for historical and research purposes and eliminate the rest as early as possible
Accountable for ensuring that Respond and Recovery plans are in place and tested regularly
Accountable for monitoring privacy threat level intelligence
Responsible for ensuring that privacy and records awareness and training programs are in place and are effective for all City employees
Responsible for reporting and scorecarding of the City’s privacy posture, and status of the privacy program and records program
Responsible for delivering regular city-wide communications on the City’s privacy and records programs, including third-party vendors who access the City’s systems or maintain systems containing PII
Accountable to manage privacy impacts of third-party vendors who access the City’s systems
Responsible for staying current with industry advances in federal and state regulations, technology and privacy
SUPERVISORY RESPONSIBILITIES This job will not have supervisory responsibilities.
QUALIFICATIONS The requirements listed below are representative of the knowledge, skills, and abilities required to perform the necessary functions of this position.
KNOWLEDGE, SKILLS, AND ABILITIES
Proficient in MS Windows applications, and document/content management systems
Strategic acumen and ability to effectively develop and communicate strategic initiatives
Ability to consider and assess potential short-term and long-term impact of decisions
Knowledge and experience in data classification
Knowledge and experience in privacy and data security
Knowledge and experience with risk management frameworks and best practices
Knowledge and experience with privacy frameworks and best practices
Knowledge and experience with records management and best practices
Ability to communicate effectively verbally and in writing, and ability to convey complex technical information in a clear, comprehensive and understandable manner
Ability to read and interpret the Colorado State Constitution, State Statutes, City Code and City Charter
Ability to establish and maintain effective working relationships with city staff, management, elected officials and the general public
Ability to manage multiple priorities
Skilled in problem solving and issue resolution
Self-motivated, strong self-initiative
Strong team leadership and team skills
Ability to motivate and engage cross-functional teams
Program and/or project management experience
Process improvement skills
EDUCATION AND EXPERIENCE
Bachelor's degree in related field from an accredited college or university plus ten years of related experience; or equivalent combination of education and experience. One or more of the following designations are desirable: Certified Information Systems Auditor (CISA), Certified Information Security Manager (CISM), Certified Information Systems Security Professional (CISSP), Governance, Risk and Compliance Professional (GRCP), Certified Information Privacy Professional (CIPP), Certified Information Privacy Manager (CIPM), Certified Information Privacy Technologist (CIPT), Certified Records Manager (CRM), Information Governance Professional (IGP)
Ability to read, analyze, and interpret general business periodicals, professional journals, technical frameworks, and governmental regulations. Ability to write reports, business correspondence, and policies. Ability to effectively present information and respond to questions from groups of city constituents, City Council, the City ELT, City managers, City employees, and third parties.
Ability to define problems, collect data, establish facts, and draw valid conclusions and strategies. Ability to interpret an extensive amount of information and synthesize it to prioritized strategic actions.
CERTIFICATES, LICENSES, REGISTRATIONS
Valid driver's license.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to sit; and talk or hear. The employee frequently is required to use hands to finger, handle, or feel. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
The noise level in the work environment is usually moderate.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The City of Fort Collins will make reasonable accommodations for access to City services, programs and activities and will make special communication arrangements for persons with disabilities. Please call (970) 221-6535 for assistance.
Notice Regarding Medical and/or Recreational Marijuana Use: Because the possession and use of marijuana,
whether for medical use or otherwise, constitutes a federal offense and because the City is a drug free workplace, the City will not accommodate the medical
use of marijuana and enforces written policy prohibiting working for the City while marijuana is in the body. The fact that state law recognizes medical marijuana as a prescribed, or otherwise permitted, medication does not alter or otherwise change this policy. The City of Fort Collins is an Equal Opportunity Employer. Applicants are considered for positions for which they have applied without regard to gender (regardless of gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age 40 years or older, marital status, disability, sexual orientation, genetic information, pregnancy or other characteristics protected by law. For the purpose of this City policy “sexual orientation” means a person’s actual or perceived orientation toward heterosexuality, homosexuality, bisexuality.
BACKGROUND CHECK REQUIRED.
Note: Some information in your application may be public information under the Colorado Open Records Act.
Internal Number: req2306
About City of Fort Collins
Located against the foothills of the Rocky Mountains and home to Colorado State University (CSU), the City of Fort Collins offers a diverse culture, educated and engaged citizens, outdoor recreation, bicycles, breweries, historic charm, and a thriving economy. Throughout the year, live music and entertainment, as well as great local dining, can be found throughout the historic downtown area. Fort Collins offers the convenience of a small town with all the amenities of a larger city.
The City’s long list of acknowledgements includes:
* Outstanding Achievement in Local Government Innovation Award: Alliance for Innovation-April 2018
* No 14 Best Place to Live: Livability.com-March 2018
* C40 Cities, Cities4Action Winner: Bloomberg Philanthropy-Dec 2017
* The Malcolm Baldrige National Quality Award-November 2017
* 5th Best Performing City: Milken Institute-Jan 2017
* No. 1 Stable and Growing Housing Market: Realtor.com-Jun 2017
* No. 1 City in America for Cycling: PeopleForBikes-May 2018
* 11th Happiest City in America: Yahoo! Finance - March 2017
* Top 100 Best Cities to Start a Family: LendEDU - Feb 2017
* No. 9 Top 150 Cities for Millennials Report: Millennial P...ersonal Finance - Feb 2017
* Peak Award for Performance Excellence: Rocky Mountain Performance Excellence-2014
Why Work For the City of Fort Collins?
- Medical, dental, vision (for self, spouse, children) – eligible on the 1st of the month following date of hire
- Paid vacation, paid holidays, and sick days
- Retirement + company matching – after 6 month probation period and immediate vesting
- Flexible spending: Medical expenses FSA, dependent FSA or both
- Employee Assistance Program: counselling, legal, financial assistance
- Life insurance, short-term and long term disability
- Wellness program, workout facilities
- Employee/family Onsite Health Clinic
- Personal & professional learning opportunities including supervisory and leadership development; plus career mobility
- Collaborative work environment
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