Elections Coordinator

Position Summary

Reporting to the Director Legislative Services/City Clerk , the Elections Coordinator works under the direction of the Clerk to coordinate the planning, administration and organization of all aspects of municipal elections, referendums/plebiscites and recounts, in accordance with the Municipal Elections Act, 1996.

Key Duties and Responsibilities

• Responsible, under the direction of the Clerk, or his or her designate, for coordinating the planning, administration and organization of all aspects of the municipal election, ensuring that the election is compliant with the Municipal Elections Act.
• Responsible for development and maintenance of master election project planning calendar, and related project management documentation.
• Coordinates internal election project teams.
• Identify and recommend the establishment of voting subdivisions and voting locations based on best practices and established criteria, such as historical turnout, coordinate reporting of the same to the Municipal Property Assessment Corporation and (“MPAC”) and various other stakeholders.
• Coordinates the negotiations and securing of voting locations, conduct accessibility audits of the same.
• Securely manage the inventory of vote tabulators and ballots, ensure effective distribution of the same for the Advance Vote and Voting Day.
• Coordinate the acquisition of all election related supplies, such as poll workers supplies and voting place furniture.
• Oversee the management of assembly, distribution and receiving of election supplies for Voting Day staff, Advance Vote staff, and other Election Officials
• Responsible for developing and recommending to the Clerk, policies and procedures that are aligned with the principles of the Municipal Elections Act, 1996, the Municipal Act, the Education Act and Ministerial Regulations, to ensure an effective and efficient election.
• Manage the production of an accurate and legislatively compliant preliminary list of electors and voters’ list.
• Develop and recommend for the Clerks approval a voting place customer service models that ensure effective and efficient voting for voters, including the determination of personnel requirements and staffing levels of voting places. Oversee the implementation of the same.
• Planning, communicating and executing strategies associated with the hiring and training of election day/poll staff.
• Assists in the development of internal and external partnerships to assist in the delivery of election events.
• Coordinate the administration of the candidate nomination process in accordance with the Municipal Elections Act, the Education Act, the Municipal Act and other stakeholder’s, in an impartial and accountable manner.
• Participates in the coordination, in conjunction with other stakeholders, the planning, developing, delivering and monitoring of election related communication strategy.
• Revise, update and prepare election materials for candidates and voters, including candidate’s guides, information pamphlets, election workers handbooks, etc.
• Coordinates the management of the elections budget, authorizes expenditures as required in accordance with City policies.

Education and Experience

• Completion of a post-secondary diploma, university degree preferred, in public administration, business administration, social sciences, law, governance or related field
• 5 + years’ experience in government administration, municipal government preferred
• AMCTO/CMO designation would be an asset
• Demonstrated Elections training (such as through AMCTO) would be an asset
• Accessibility training would be an asset

Required Skills/Knowledge

• Experience in the administration of all aspects of a municipal election, including in the use of election related technology
• Management/supervisory experience
• Demonstrated knowledge of Municipal Elections Act, Education Act, Municipal Act and the Accessibility for Ontarians with Disabilities Act, 2005
• Demonstrated project management and presentation skills with the ability to work independently or in a team based setting to provide deliverables within demanding timelines
• Demonstrated experience in policy development, municipal or provincial policy preferred
• Experience undertaking research, formulating and presenting options
• Experience or involvement with communications, public relations, consultation and/or training initiatives
• Well-developed interpersonal skills with the ability to interact and communicate at all levels of the organization and with all stakeholders
• Ability to prioritize and work under pressure or overtime to meet unyielding deadlines
• Excellent customer service knowledge and skills
• Experience with MS Office (e.g., Word, Excel, PowerPoint)
• Experience with project management software (e.g., MS Project) would be an asset
• Possession of a valid class “G” Driver’s License.

Leadership Competencies