Job ID: 61115
Job Category: Project Coordinator Election Services
Division & Section: City Clerk’s, Election Services
Work Location: 89 Northline Road
Job Type & Duration: Fulltime, Temporary (11 months) Approximately January 2026 – November 2026
Salary: $87,800.00 - $116.745.00
Shift Information: Monday to Friday, 35 Hours per Week
Affiliation: Non-Union
Number of Positions Open: 2
Posting Period: 09-Dec-2025 to 29-Dec-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 December 16th 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 Clerk’s division, as well as the City's application process.

Please register for Information Session here: https://events.teams.microsoft.com/event/ee2ef226-be64-4d6e-9c8b-3757516f6205@f0bc8ec6-9ed8-4d0c-9189-411ad949cc65

It is important to note that this is a public information session. To remain anonymous, participants must join through web browser and ensure their login name reflects that preference.

Job Description:

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.

As part of the Alternative Voting team, the Project Coordinator will report to the Project Manager, Alternative Voting. The Project Coordinator will have specific responsibilities in coordinating the delivery of the Mail-in Voting Program and alternative voting and will provide work direction and supervision to a team of up to 18 Election Assistants working at 89 Northline Road.

The successful candidates will coordinate:

• All aspects of the mail-in voting program delivery including development of procedure/processes, elector application intake, tracking and approval of applications, receiving and processing return mail-in voting packages and tabulation/adjudication operations.  
• Recruitment, interviewing, hiring, supervision and placement of 18 Election Assistants including the design and production of training materials and job aids along with the delivery of training.  
• Logistical set up, coordination and operation of the mail-in voting program facility at 89 Northline Road which will house the mail-in voting operations and team including coordination of all required supporting technology.
• The communication between internal and external stakeholders

Major Responsibilities:

• Coordinates the hiring, training and orientation of mail-in voting program support staff.
• Supervises assigned projects, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
• Supervises a project team in providing expertise in assessment, analysis, evaluation of alternatives and resolution of issues and problems.
• Develops processes and procedures for the mail-in voting program and alternative voting options.
• Supervises the day to day operation of all assigned staff including the scheduling, assigning and reviewing of work. Authorizes and coordinates vacation and overtime requests. Monitors and evaluates staff performance, hears grievances and recommends disciplinary action when necessary.
• Develops and maintains databases and templates for project deliverables or stakeholder use, evaluates their effectiveness, and makes modifications to ensure ease of use and quality of work outputs.
• Prepares presentations, reports, and communications materials for project team(s), management, and internal and external stakeholders.
• Collaborates with portfolio teams within the unit to find inter-dependencies that will improve mail-in voting processes.
• Supports the development of specifications and coordinates requests for information/ proposals/ quotations for mail-in voting program items. Reviews and analyzes contracts on behalf of Election Services in accordance with City by-laws, procedures and policies.
• Conducts research to support project deliverables, including jurisdictional scans.
• Works 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.
• Utilizes excellent interpersonal and communication skills to maintain relationships and partnerships with stakeholders, including by email, by phone, and in person.
• Exercises effective interpersonal, conflict-resolution, and problem-solving skills to manage issues and de-escalate situations in fast-paced high-stress environment.
• Utilizes effective time management skills to complete tasks within tight deadlines while managing competing priorities and multiple requests.
• Exercises sound judgement, integrity and fairness in dealing with sensitive and controversial matters.
• Facilitates virtual and in-person meetings and training sessions for City of Toronto staff of all levels.
• Provides input into, and administers, assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Represents the City Clerk in meetings with a wide and diverse range of internal and external stakeholders, City Divisions, community groups, senior staff, elected officials and other levels of government.
• Understands and acts in compliance with the Accessibility for Ontarians with Disabilities Act, Occupational Health and Safety Act, and all other relevant legislation and associated regulations.
• Acts on behalf of the Project Manager, Election Services, in his/her absence.
• Works evenings, statutory holidays and weekends as required.

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. 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.
2. Considerable experience hiring, training, scheduling, coaching and supervising staff including monitoring performance in a fast-paced environment.
3. Considerable proficiency in Microsoft Office Suite including (Word, Excel, Visio, PowerPoint).
4. Considerable experience compiling high volume metrics and statistics utilizing various databases to analyze, monitor and influence data driven decision making.
5. Possess and be able to maintain a valid Province of Ontario Class "G" Driver's License and must qualify for the City's equipment operating permits and requirements.
6. Considerable experience working collaboratively in a diverse team environment to ensure successful delivery of all integrated projects in line with applicable legislation, policies and procedures.
7. Highly developed analytical, organizational, communication and interpersonal skills, with the ability to communicate both orally and in writing with city staff at all levels of the organization and the public.
8. Ability to exercise independent judgement and discretion in handling matters that are confidential, sensitive, and/or controversial in nature.
9. Knowledge in multiple facets of an Election event including the understanding of related legislation and the interdependencies of large scale election projects is an asset.
10. Familiarity with Municipal Freedom of Information and Protection of Privacy Act, Collective Agreements, Ontario Statues, including Occupational Health and Safety Act, Accessibility for Ontarians with Disabilities Act, employment standards, labour and human rights, and other applicable government legislation.
11. Broad understanding of government and the independent role of the City Clerk in managing multiple elections.
12. Ability to work evenings, statutory holidays and weekends as required.

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES: 

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal. 

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.