Elections Coordinator Jobs

Requisition ID: 9749 

Department: Office of the City Clerk 

Service: Mun Elections & French Language Services 

Branch: Elections Branch

Employment Type: 1 Temporary Full Time Position (up to 16 months)

Work Hours: 35 hours per week

Affiliation: MPE 

Salary Information: $75,550.02 - $95,546.36  annually (2022 rates of pay)

Location: 1221-B Cyrville Road  

City: Ottawa, ON

Job Category: Administrative and Support Services 

Application Close: 25/09/2023

Job Summary

Municipal Elections & French Language Services is responsible for the planning, implementation and administration of policies and programs for Municipal Elections and French Language Services for the City of Ottawa.

The Service Area prepares for and administers municipal elections, by-elections, and appointment processes to fill City Council vacancies that occur during a Term of Council. The City Clerk and the Elections Office ensure that the municipal elections, by-elections, and appointment processes fully comply with the responsibilities, requirements, and principles set out in the Municipal Act, 2001 and the Municipal Elections Act, 1996 (the MEA).

You are responsible for coordinating the development and maintenance of Elections Systems in accordance with outlined policy, procedures, and legislation. These include the Election Management System (EMS), Vote Tabulation System (VTS) and associated and dependent systems and integrations. Working with other staff within the service area and with internal and external stakeholders, you plan and deliver assigned activities, projects, and services consistent with the needs and strategic direction of the unit, branch and service area.

Education And Experience

Completion of 4 year university degree in Business Administration, Public Policy, Political Science or other related field.

Minimum of 4 years of experience within a large municipal setting with specific emphasis on the administration of municipal elections is required, including 3 years of in-depth work experience preferably supplemented with project management and supervisory experience

Experience with corporate software and creating an election management database is required

Preference will be given to candidates with experience developing business cases for new programs and projects

CERTIFICATIONS AND LICENCES

Completion of Municipal Administration Program (MAP) from AMCTO is desirable

Project Management Professional (PMP) certification is an asset

KNOWLEDGE

• Contract document preparation, the tendering process and supervision of field services
• General knowledge of the City of Ottawa and of corporate and departmental policies and procedures
• Supervisory experience and motivational techniques. Working knowledge of corporate human resource policies, practices and collective agreements related to managing in a unionized environment, including hiring, dismissal, performance management and the grievance procedure
• Equipment operation specific to elections, including vote counting equipment.
• Legislation, policies, regulations, guidelines and operational procedures relevant to the operational area
• Project Management principles
• Must be familiar with all applicable health and safety legislation, have knowledge of any potential or actual danger to health or safety in the work place, and have knowledge of appropriate actions to be taken in order to ensure the health and safety of staff in accordance with applicable legislation and City policies and procedures.
• Standards specific to specialty area
• Financial management practices and budget processes
• Computer applications, including MS Office, MS Project, and election management systems.
• Methods used to deal with the media in a professional manner

Competencies, Skills And Abilities

• Demonstrated ability to interpret legislation
• Ability to communicate effectively, both orally and in writing, at all levels of the organization and with external stakeholders
• High level of competency in interpersonal relations and communication with strong customer service and results driven orientation
• Excellent analytical ability and strong decision making skills
• Ability to function well under pressure in a fast-paced environment
• Ability to develop projects, policies and procedures applicable to the program area
• Results oriented and ability to achieve goals by setting challenging but realistic targets and deadlines and managing work effectively
• Highly organized and strong attention to detail
• Demonstrated political and organizational acuity, including relationships between staff, media, the public, elected officials, and candidates for elected office.

What You Need To Know

• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available.
• Language Requirement: English oral, reading, writing

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted.

The City of Ottawa promotes the principles of diversity and inclusion and adheres to the tenets of the Canadian Human Rights Act and the Ontario Human Rights Code. We encourage applications from members of Indigenous, Black and other racialized communities, persons with disabilities, women and non-binary persons, persons of all ethnic origins, religions, sexual orientations, classes, gender identities and expressions.

Candidates are encouraged to self-identify as a member of one or more designated employment equity groups in the self-identification questionnaire.

The City of Ottawa provides accommodation during all parts of the hiring process, upon request, to applicants with disabilities. If contacted to proceed to the selection process, please advise us if you require any accommodation.

Accessible formats and communication supports are available upon request. Please contact the HR Service Centre (email: [email protected]) at 613-580-2424, extension 47411 HR Service Centre at 613-580-2424, extension 47411.