Job Information
City of Toronto PROJECT MANAGER ELECTION SERVICES in Toronto, Ontario
PROJECT MANAGER ELECTION SERVICES
Job ID: 47601
Job Category: Governmental Affairs
Division & Section: City Clerk's, City Clerk's Elections Services
Work Location: 89 Northline Rd. and City Hall
Job Type & Duration: Full-Time Permanent Vacancy
Salary: $102,155 - $135,815
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 02-Jul-2024 to 16-Jul-2024
Job Summary:
Reporting to the Manager, Toronto Elections, the Project Manager of Legislation, Candidates and Election Finance will be responsible for assisting with the administration of the election including the initiation, planning and implementation of projects and services relating to candidates and third-party advertisers. The successful candidate will combine high level policy, project management, and customer service to help ensure the delivery 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.
Major Responsibilities:
Reviews and applies legislation, policies and procedures as it relates to service delivery for candidates and third-party advertisers.
Oversees and 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.
Develops, manages, and implements detailed project plans and provides advice and guidance for the development of processes, policies, and procedures for the portfolio in accordance with municipal election laws and City of Toronto by-laws and policies.
Prepares various reports for Committee and Council and compiles presentations for the Senior Election Management Team and addresses their questions and concerns.
Provides strong customer service in dealing with front counter interactions, emails and phone calls from the public, candidates and third-party advertisers, particularly as it relates to escalations or other complex issues.
Provides coordination, training, leadership, and guidance to the unit and event staff in administering the contribution rebate program ensuring the program is conducted effectively and efficiently in accordance with City of Toronto municipal code and policies.
Coordinates the acceptance of compliance audit applications and oversees the compliance audit process in partnership with other units, including assisting with the procurement process for external auditors.
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.
Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
Reviews, evaluates and recommends detailed project plans to the Senior Elections Management Team, 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.
Prepares and presents project progress reports regularly to the Deputy City Clerk Toronto Elections Senior Election Management Team and to other stakeholders and staff.
Develops, leads, researches, recommends and implements innovative programs that position the City as a leader in election management, such as emergency response strategies, various online portals to enhance stakeholder experience, user-friendly materials and supplies.
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.
Negotiates and implements innovative solutions to complex project challenges involving multiple stakeholders to achieve assigned objectives.
Oversees issues as they arise within projects and under close scrutiny by the media, the public and members of Council.
Monitors and reports on important global developments, trends and changes to corporate policies and practices, legislation and initiatives by other levels of government.
Provides analysis, advice and support on confidential and sensitive information affecting the City's relationships and reputation. Assesses resource requirements to support option development, implementation and proposes improvements to processes and policies.
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.
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.
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.
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.
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.
Assists with the work of the Manager Toronto Elections in his/her absence.
Works evenings, statutory holidays and weekends as required.
Key Qualifications:
Considerable project management experience with proven success in managing and conducting large and complex projects or events in a fast-paced environment requiring a strong ability to prioritize where there are competing deadlines.
Demonstrated experience in writing reports and/or briefing notes related to interpreting legislation and providing policy recommendations.
Experience in customer service and dealing with the public, with excellent customer service, interpersonal, and negotiation skills and the ability to build consensus and make effective decisions in a fast paced and high-profile environment.
Experience in supervising staff, including developing workplans and providing work direction.
Experience designing and delivering training and presentations for a variety of audiences and staff of all levels.
Experience interpreting and applying relevant provisions of legislation, including the Accessibility for Ontarians with Disabilities Act (AODA), Human Rights Code, and the Occupational Health and Safety Act.
Proven organizational and time management skills, including attention to detail, ability to set priorities, ability to meet deadlines and ability to deal with conflicting priorities.
Proven effectiveness in working with diverse stakeholders including senior management, staff from other divisions, external vendors, and the public with a high degree of integrity, sensitivity, trustworthiness, and fairness.
Ability to exercise independent judgement and discretion in handling matters that are confidential, sensitive, and/or controversial in nature.
Proficiency in a variety of software packages including MS Office (i.e. Word, Excel, Access, Visio and PowerPoint).
Highly developed oral and written communications as well as strong presentation and public speaking skills.
Possession of a valid Province of Ontario Class "G" Driver's License and access to a personal vehicle is considered an asset.
Knowledge in a municipal election is considered an asset.
Ability to work evenings, statutory holidays and weekends as required.
Ability to travel to various work locations.
Ability to work evenings, statutory holidays and weekends as required.
Ability to travel to various work locations.
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 toemployment equity (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .
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’sHiring Policies and Accommodation Process (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .