PROJECT MANAGER ELECTION SERVICES

Job title: PROJECT MANAGER ELECTION SERVICES

Job description:

• Job ID: 44972
• Job Category: Governmental Affairs
• Division & Section: City Clerk’s, City Clerk’s Elections Services
• Work Location: 89 Northline Rd, Toronto
• Job Type & Duration: Full-time, Temporary (8 months) Vacancy
• Salary: $101,900 – $131,222
• Shift Information: Monday – Friday, 35 hours/week, Hybrid Work Model
• Affiliation: Non-Union
• Number of Positions Open: 1
• Posting Period: 6-Mar-2024 to 20-Mar-2024

Job Description

The Project Manager manages various projects related to 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, ensuring legislated requirements are met.

Reporting to the Manager, Election Services the Project Manager will assist with the planning, administration and management of various projects relating to the voters’ list in collaboration with Elections Ontario, Municipal Property Assessment Corporation (MPAC) and other municipal partners.

Major Responsibilities:

• Researches, develops and recommends detailed plans, policies, procedures and strategies regarding specific program areas, including the overall scheduling of projects and reports on the status of subprojects, including contingencies, issues management, change management and resource management, while managing and mitigating risks.
• Supervises, motivates and trains assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others. Oversees the day to day operation of all assigned staff including the scheduling, assigning and reviewing of work.
• Manages and provides leadership in project development from the inception stage to the final stage, while ensuring accurate application of all relevant policies and procedures, including election management, project management, public engagement, candidate services, voting infrastructure, technology and human resources.
• Monitors and evaluates staff performance, hears grievances and recommends disciplinary action when necessary. Develops and leads recruitment and training strategies for hiring election personnel and support staff, ensuring business is conducted in accordance with city policies, procedures and relevant legislation.
• Administers and maintains project plans and assigned budgets related to Election projects, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Develops and implements project control systems, procurement oversight, cost evaluation methodologies, performance evaluation criteria, in accordance with approved corporate policies and guidelines.
• Determines and implements systems, technology and equipment in conjunction with the Manager Election Services, in order to support the delivery of efficient and effective elections.
• Assists with candidates’ and third party registrants’ nomination, financial filing and disclosure program, the City’s compliance program and the contribution rebate program in accordance with Council approved by-laws.
• Analyzes, recommends and implements business processes that ensure an effective service delivery model.
• Develops, leads, researches, recommends and implements innovative programs that position the City as a leader in election management, such as Election Day and emergency response strategies, various online portals to enhance stakeholder experience, user-friendly materials and supplies.
• Leads and oversees the development, implementation and monitoring of performance of comprehensive election technologies and applications in accordance with the City’s standards and practices.
• Prepares and presents project progress reports regularly with recommendations for service improvements, to the Deputy City Clerk Toronto Elections, Senior Election Management Team and to other stakeholders and staff.
• Liaises with vendors and consultants to ensure business requirements are met.
• Utilizes various geospatial technologies to design, develop, lead and establish voting subdivisions and voting place criteria to ensure compliance with the Accessibility for Ontarians with Disabilities Act. Negotiates and secures contracts, locations and associated requirements. Prepares an index of City streets by identifying and allocating the appropriate voting population for each subdivision.
• Leads the City’s voters’ list project by working closely with Elections Ontario and third party vendors for the receipt and exchange of voter list data.
• Develops, leads, analyzes and produces voter data related reports for use by various stakeholders. Manages and administers various Voters’ List management solutions and applications including on premise and off premise solutions.
• Receives the Preliminary List of Electors from Elections Ontario, corrects any errors and produces the Voters List for posting and distribution.
• Performs support functions of the Voter Data Services portfolio such as Proxy, Ballot Transfer and Voters’ List Amendment applications including logistics, preparation of materials and navigating software and systems.
• Oversees the Proxy Application process including monitoring, staff training, troubleshooting and administration as well as oversees the adjudication and maintenance of the online Voter Registration System
• Analyzes data quality and metrics and cleanses Voter Data using various software tools such as, SAP Data Services and SAP Information Steward. Prepares various reports for Committee and Council and compiles presentations for the Senior Election Management Team and addresses their questions and concerns.
• Responsible for the production of Voter Information Cards including vendor procurement, design, proofing and production.
• Develops and maintains partnerships with various stakeholders, both internally and externally, and ensures effective delivery of project initiatives. Represents the City Clerk in meetings with a wide and diverse range of internal and external stakeholders, city division, community groups, sponsors, senior staff, elected officials and other levels of government.
• Develops and implements the service standards that ensure integrity and impartiality of the election process, the effectiveness of operational plans to ensure delivery of quality services to efficiently and effectively meet customer service needs and requirements of electors and candidates.
• Coordinates a multi-disciplinary team by providing guidance, processes and tools to increase efficiencies and improve the effectiveness of the services provided by Election Services. Develops, conducts and/or coordinates appropriate training and ensures communication to staff is undertaken with respect to activities, projects, policies and procedures and makes revisions, as necessary.
• Maintains a comprehensive and continuous awareness of initiatives, policies and procedures of the City’s administration, external organizations and other orders of government to provide information, development services, policy reports, recommendations and issues monitoring in regards to all aspects of municipal elections.
• Identifies and analyzes current projects, business processes and practices and prepares gap analysis and needs assessments in order to recommend solutions for business initiatives in collaboration with other sections and divisions to ensure the most efficient solution. Develops, leads, researches and reviews emerging technologies and trends to address future election requirements and implications.
• Ensures assigned staff are in compliance with the Accessibility for Ontarians with Disabilities Act, Occupational Health & Safety Act, and all other relevant legislation and associated regulations.
• Maintains a thorough awareness of the vision, mission and strategic directions of the City Clerk’s Office (CCO) and its services, the City Clerk’s duties and responsibilities under the Municipal Elections Act, 1996, and the unique qualities and responsibilities of working in a political environment with elected official and various stakeholders while ensuring cultural sensitivity.
• Assists in supporting contract elections in other jurisdictions.
• Assists with the work of the 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:

• Experience in a project management leadership role delivering projects, activities and assignments from inception through to implementation with minimal direction, including vendor management.
• Experience using geospatial technologies and analyzing geospatial data.
• Considerable experience processing, managing and administration of business data/information including: collection, conversion, cleansing, modeling, analysis and reporting.
• Considerable experience managing, maintaining and monitoring various data flows and data sets between systems.
• Experience in planning, supervising and directing the work of team members.
• Experience with preparing training materials and delivering training.
• Proficiency in Adobe Products and MS Office Suite including (Word, Visio, PowerPoint, Excel and Acrobat Pro).
• Strong analytical, interpersonal, problem solving and conflict resolution skills.
• Excellent organizational skills with the ability to work under pressure and meet deadlines.
• Ability to establish effective working relationships with all stakeholders, employees, client Divisions, outside agencies and vendors.
• Ability to adapt to new technologies.
• Ability to communicate effectively both orally and in writing, with city staff at all levels of the organization, diverse interest groups and the public.
• Ability to exercise independent judgement and discretion in dealing with confidential matters.
• Knowledge of the complexities of an election event including the understanding of applicable legislation.
• Knowledge of related election and equity related legislation, e.g. Municipal Elections Act and Accessibility for Ontarians with Disabilities Act (AODA).
• Familiarity with government legislation in the area of Occupational Health and Safety.

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 .

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. . Learn more about the City’s .

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