Duties and Responsibilities
1. Project Management (85%)
1.1. Planning, administration, organization, and implementation of the 2022 municipal election process;
1.2. Manage multiple deliverables while integrating all aspects into a cohesive election project plan and schedule;
1.3. Assist the with the preparation, updates and revisions to election materials including Voters’ Lists, information pamphlets, voter notification letters, training materials, etc.
1.4. Communicate business requirements to key partners (internal and external) for all components of the election, coordinating all resources required for the successful implementation of the election plan;
1.5. Assist with the implementation of Municipal Election communication strategies, which includes preparation of information packages for candidates and notices for publications required by the municipal Elections Act, and the dissemination of information to the public
1.6. Develop, monitoring and controlling project work, plan and schedule, including quality, project team and stakeholder management, risk monitoring and management, vendor contract administration, project documentation, and the impacts of changes on the project and organization;
1.7. Support work carried out by Clerks staff and any other temporary election staff to ensure daily work is performed effectively and efficiently and in accordance with applicable legislation and township policies and procedures
1.8. Coordinate efforts between internal staff resources and external resources to ensure successful vendor integration;
1.9. Coordinate consultation and project efforts in maintaining and implementing policies, procedures and training programs regarding elections and other projects;
1.10. Assist with the selection of voting locations and conducting site audits to ensure locations meet accessibility requirements established by the Ontarians with Disabilities Act (AODA).
1.11. Supports the management of advanced voting and voting day locations, as required
1.12. Assist with public reports, including the Accessibility Plan and Accessibility Report.
1.13. Election project close out: transition the project into operations, shut down project operations, archive project documentation, create lessons learned to make updates to business requirements for future projects;
2. Administration (15%)
2.1. Other related duties, as assigned.
Education
Post-secondary diploma or degree in Public Administration, Project Management or related field.
License, Registration and Training
Valid and unrestricted Class “G” driver’s licence with access to reliable transportation and be able to travel to various work locations across the Township.
Experience
Three (3) years of recent related experience in project management, municipal elections and customer service.
Knowledge/Skills/Abilities
Knowledge of Municipal Elections Act, Municipal Elections Act, 1996, Education Act, Accessibility for Ontarians with Disabilities Act (AODA) and related legislation, and the Clerk’s roles and responsibilities during Municipal Elections.
Familiarity with Voterview and vote tabulating equipment is an asset.
Experience with updating Municipal websites and social media is an asset.
Demonstrated strong project management, time management, organizational and planning skills; ability to prioritize work and work in a fast-paced, high pressure environment with competing priorities.
Able to anticipate deadlines and work towards achieving key deliverables.
Ability to work effectively in an environment with multiple priorities and pressures with minimum supervision.
Able to build and maintain effective working relationships, with demonstrated interpersonal skills and effective oral and written communications skills.
Experience in conducting training sessions and/or presentations.
Able to handle confidential and sensitive information in keeping with privacy legislation and demonstrating discretion and tact.
Customer service skills and have a high level of attention to detail.
Political acuity and organizational skills to effectively manage interactions with various internal and external stakeholders.
Effective communication and interpersonal skills, written and oral.
Intermediate skills in Microsoft Office software including Word, Excel, PowerPoint, and Outlook.
This is a contract positon of approximately 10 months (Mar/22-Jan/23), working 35 hours per week with a pay range of $29.20 - $35.80/hr.
All new hires must comply with the Township’s COVID-19 Vaccination Policy and Face Covering Policy.
Must be available to work overtime to meet deadlines specifically in late September and October.
Joanne Scime, Clerk
Township of West Lincoln
318 Canborough Street, P.O. Box 400, Smithville, Ontario L0R 2A0
Fax – 905-957-3219
email - jscime@westlincoln.ca
(subject line: Election Assistant)
Please refer to the Township of West Lincoln website for a full Job Description (www.westlincoln.ca) under Current Job Opportunities.
