PROJECT COORDINATOR ELECTION SERVICES (VOTING TECHNOLOGY)
- Job ID: 57044
- Job Category: Project Management
- Division & Section: City Clerk's, City Clerk's Elections Services
- Work Location: 89 Northline Road. (Hybrid work available during some phases of this contract term)
- Job Type & Duration: Full-time, 1 Temporary (15 months) vacancy and 1 Temporary (13 months) vacancy
- Salary: $87,800.00 - $116,745.00
- Shift Information: Monday to Friday, 35 hours per week (evening and weekend work required closer to election event)
- Affiliation: Non-Union
- Number of Positions Open: 2
- Posting Period: 03-Jul-2025 to 16-Jul-2025
Join Us!
If you are interested in learning more about the PROJECT COORDINATOR ELECTION SERVICES role, you can participate in a virtual information session on Thursday, July 10, 2025, from 12:00 PM – 1:00 PM Eastern Time (US & Canada). You will have the opportunity to ask questions related to the position, working for the City of City Clerk’s division, as well as the City's application process.
Please register to participate in the information session using this link:
Your name and email are required for registration, but they will remain private during the session.
Job Summary:
The Project Coordinator, Election Services, under the direction of the Project Manager, Election Services, will support and implement all aspects of the municipal election and by-elections, including referenda, recounts and contract elections, on behalf of the City Clerk, City Council, four School Boards and the Minister of Municipal Affairs and Housing. As a member of the elections team, the Project Coordinator Election Services is expected to support the election team in their initiation, planning and implementation of election projects and events. The role will also provide work direction and supervision of staff in a warehouse setting.
Project Coordinator Election Services (Voting Technology)
As part of the Voting Technology team, the Voting Technology Project Coordinator will report to the Project Manager, Voting Technology. The Project Coordinator will assist in the coordination and project delivery of vote counting equipment asset management, preparation, and testing, as well as voting technology event support during advance voting and election day.
Project Coordinator Election Services (Election Results)
Under the direction of the Project Manager (Election Results), Election Services, the Project Coordinator will assist in the coordination and project delivery of election results accumulation, systems testing and voting technology event support, and supervision of election event staff during advance voting and election day.
Major Responsibilities:
- Implements detailed plans and recommends policies/procedures regarding the program specific requirements.
- Supervises, motivates and trains assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
- Supervises the day-to-day operation of all assigned staff including the scheduling, assigning and reviewing of work. Coordinates vacation and overtime requests. Monitors and evaluates staff performance.
- Supports and implements all aspects of the election project planning and delivery, including general elections and by-elections, including referenda, recounts and contract elections.
- Supervises various aspects of the Voting Technology operations including:
- Inventory/asset management using data analytic tools including vote counting equipment documentation, testing, preparation and readiness
- Ballot proofing and testing
- Vote counting equipment support including onsite and remote technical support
- Vote counting equipment system setup and testing
- Coordinates setup and support of Tabulator Contact Centre to support voting place staff during Advance Vote and Election Day
- Assist with the setup of other call-centre operations
- Coordinates election results accumulation, including execution of results test(s) and liaising with other City staff
- Coordinates and executes deployment, logistics, shipping and receiving of equipment
- Engaged in design and develop instructional material and guides
- Assists with other voting technology operations including mail-in voting tabulation
- Coordinates key electoral functions for the assigned project teams during elections, by-elections, referenda, recounts and contract elections, including, but not limited to: election management, project management, public engagement, candidate services, voting infrastructure, technology and human resources.
- Understands the vision, mission and strategic directions of the City Clerk's Office and its services, the City Clerk under the Municipal Elections Act, 1996, and the unique qualities and responsibilities for working in a political environment with Elected Officials and various stakeholders.
- Supports the development of specifications and coordinates requests for information/ proposals/ quotations. Reviews and analyzes contracts on behalf of Election Services in accordance with City by-laws, procedures and policies.
- Identifies and advises the Project Manager, Election Services and the project team(s), of efficiencies and effectiveness of the services provided while ensuring work plan objectives and goals are met. Works effectively in a team and produces high standards of work quality.
- Assists with the work of the Project Manager, Election Services, in his/her absence.
- Assists in the hiring process of election event staff, training and support.
- Exercises sound judgement, integrity and fairness in dealing with sensitive and controversial matters.
- Implements the customer service standards and operational plans to ensure the delivery of quality service to efficiently and effectively meet customer service needs and requirements.
Key Qualifications:
- Considerable experience in project coordination with proven success in supporting work teams in large complex administrative operations and implementing strategic and business work plans while meeting numerous stakeholder requirements and strict deadlines.
- Experience in asset management including managing and handling inventory in a warehouse setting, formalized equipment testing, and supporting large-scaled deployments.
- Experience supervising, leading, training, and scheduling staff including monitoring performance in a fast-paced environment.
- Experience setting up and coordinating call centre operations and providing technical support in person, by phone or email.
- Post-secondary education in a related discipline (i.e. technology, project management) or the equivalent combination of education and/or relevant experience.
- Possess and maintain a valid current Province of Ontario Class "G" Driver's License and reliable access to a personal vehicle.
- Ability to travel to various sites as required.
- Ability to maintain strong attention to detail in analyzing data, writing reports and presenting information to diverse audiences.
- Excellent written and verbal communication skills.
- Ability to work independently with strong organizational skills to set priorities, plan effectively and meet deadlines.
- Highly developed interpersonal, conflict resolution, problem solving with the ability to work collaboratively in a diverse team and fast-paced environment, supported by strong interpersonal, conflict resolution and problem solving.
- Ability to work effectively both independently and as part of a team and produces high standards of work quality; takes initiative to direct own and other's activities.
- Ability to proficiently use office software applications, including word processing, spreadsheets, presentations, email and calendar tools (e.g. Microsoft Office Suite, Word, Excel, Visio, PowerPoint).
- Ability to lift equipment up to 50lbs
- Ability to work evenings, statutory holidays and weekends remote or in-office full-time as required.
- Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.
- Experience in multiple facets of an Election event including related legislation and the interdependencies of large-scale election projects, is an asset.
Note To Current City of Toronto Employees
City of Toronto employees are eligible to apply for the posted job opportunity, but cannot hold two different jobs. To be considered for this job posting, you must indicate that you are a "Current City of Toronto employee" on the on-line application form, and provide your "Employee Number".
Equity, Diversity and Inclusion
The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.
Accommodation
The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.