• Job ID: 56947
• Job Category: Project Management
• Division & Section: City Clerks
• Work Location: 89 Northline Rd, Toronto
• Job Type & Duration: Temporary, Full-Time 15 months
• Salary: $87,800 - $116,745
• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: Non-Union
• Number of Positions Open: 1
• Posting Period: 30-Jun-2024 to 15-Jul-2024
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Job Description

Major Responsibilities:

The Project Coordinator, Election Services, under the direction of the Project Manager, Election Services, will support and implement aspects of the municipal election with specific responsibilities to support the Legislative, Candidates and Election Finance portfolio. The successful candidate will supervise election assistants hired to support the portfolio for the 2026 Municipal Election.

As a member of the elections team, the Project Coordinator will support project team(s) in their initiation, planning and implementation of projects. The successful candidate will be specifically responsible for implementing the candidate/third party advertiser strategy that will support the 2026 Municipal Election. The ideal candidate will have experience with customer or front-line service, written and verbal communication, and planning and implementing complex projects.

• Implements detailed plans and develops policies regarding program specific requirements to the project team, including the overall scheduling of projects and reports on the status of all subprojects.
• 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 operations of assigned staff including the scheduling, assigning and reviewing of work.
• Assists in all phases of the nomination/registration process of candidates and third party advertisers, including filing of nominations/registrations, withdrawals and submission of financial statements.
• Provides strong customer service in dealing with front counter interactions, emails and answering phone calls from the public, candidates and third party advertisers
• Oversees the accounting of the Point of Sale system ensuring nightly balancing, PCI compliance of assigned staff, troubleshooting any issues that may arise.
• Reviews and applies legislation, policies and procedures as it relates to service delivery for candidates and third party advertisers.
• Assists with the management of the Contribution Rebate Program.
• Designs, delivers, facilitates and supports candidate information sessions at numerous sites across the city and on-line.
• Monitors, tracks and reports on project deliverables.
• Develops templates for project deliverables for stakeholder use, evaluates their effectiveness, and makes modifications to ensure ease of use and quality of work outputs.
• Provides support to the Manager, Election Services and assigned project team(s) in developing reports and presentations to Council and senior City officials.
• Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Identifies and advises the Project Manager, Election Services and the project team(s) of efficiencies and the effectiveness of the services provided while ensuring work plan objectives and goals are met.
• Exercises sound judgement, integrity and fairness in dealing with sensitive and controversial matters.
• 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.
• Assists with the work 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. Considerable experience in project coordination and project experience including implementing multiple projects with conflicting deadlines, analyzing and evaluating projects, monitoring and tracking progress, and communication to stakeholders and senior management.
2. Considerable experience working collaboratively in a diverse team environment to ensure successful delivery of all integrated projects.
3. Experience using highly developed analytical, organizational, communication and interpersonal skills to communicate to audiences both orally and in writing.
4. Experience in customer service and dealing with the public.
5. Experience with a variety of software packages including MS Office (i.e. Word, Excel, Visio and PowerPoint) and the ability to learn to use new ones quickly.
6. Post-secondary education in a discipline pertinent to the job function (Political Science, Communications, etc.) or an approved equivalent of education and experience is an asset.
7. Highly developed analytical, organizational, communication and interpersonal skills, with the ability to communicate both orally and in writing.
8. Excellent organizational and time management skills, including attention to detail, ability to set priorities, ability to meet deadlines and ability to deal with conflicting priorities.
9. Ability to exercise independent judgement and discretion in handling matters that are confidential, sensitive, and/or controversial in nature.
10. Ability to work long hours during peak periods including evenings, statutory holidays and weekends as required.
11. Ability to communicate in multiple languages, including French, is an asset
12. Ability to learn and appropriately apply applicable government legislation and statutes such as, Municipal Freedom of Information and Protection of Privacy Act, Collective Agreements, Occupational Health and Safety Act, Accessibility for Ontarians with Disabilities Act, employment standards, and labour and human rights.
13. 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.
14. Broad understanding of government and the independent role of the City Clerk in conducting elections.

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.