Elections Coordinator, Election Systems

JOB SUMMARY

French Language Services & Municipal Elections is responsible for the planning, implementation and administration of policies and programs for French Language Services and Municipal Elections for the City of Ottawa. 

The Service Area prepares for and administers municipal elections, by-elections, and appointment processes to fill City Council vacancies that occur during a Term of Council. The City Clerk and the Elections Office ensure that the municipal elections, by-elections, and appointment processes fully comply with the responsibilities, requirements, and principles set out in the Municipal Act, 2001 and the Municipal Elections Act, 1996 (the MEA).

You are responsible for coordinating the development and maintenance of Elections Systems in accordance with outlined policy, procedures, and legislation. These include the Election Management System (EMS), Vote Tabulation System (VTS) and associated and dependent systems and integrations. Working with other staff within the service area and with internal and external stakeholders, you plan and deliver assigned activities, projects, and services consistent with the needs and strategic direction of the unit, branch and service area. 

EDUCATION AND EXPERIENCE

Completion of 4 year university degree in Business Administration, Public Policy, Political Science or other related field.

Minimum of 4 years of experience within a large municipal setting with specific emphasis on the administration of municipal elections is required, including 3 years of in-depth work experience preferably supplemented with project management and supervisory experience 

Experience with corporate software and creating an election management database is required

Preference will be given to candidates with experience developing business cases for new programs and projects

CERTIFICATIONS AND LICENCES

KNOWLEDGE

• General knowledge of the City of Ottawa and of corporate and departmental policies and procedures
• Legislation, policies, regulations, guidelines and operational procedures relevant to the operational area
• Contract document preparation, the tendering process and supervision of field services
• Supervisory experience and motivational techniques. Working knowledge of corporate human resource policies, practices and collective agreements related to managing in a unionized environment, including hiring, dismissal, performance management and the grievance procedure
• Financial management practices and budget processes
• Methods used to deal with the media in a professional manner
• Standards specific to specialty area
• Project Management principles
• Equipment operation specific to elections, including vote counting equipment.
• Computer applications, including MS Office, MS Project, and election management systems.  
• Must be familiar with all applicable health and safety legislation, have knowledge of any potential or actual danger to health or safety in the work place, and have knowledge of appropriate actions to be taken in order to ensure the health and safety of staff in accordance with applicable legislation and City policies and procedures.

COMPETENCIES, SKILLS AND ABILITIES

• Ability to communicate effectively, both orally and in writing, at all levels of the organization and with external stakeholders
• Demonstrated ability to interpret legislation
• Ability to develop projects, policies and procedures applicable to the program area
• Demonstrated political and organizational acuity, including relationships between staff, media, the public, elected officials, and candidates for elected office.  
• Excellent analytical ability and strong decision making skills
• Ability to function well under pressure in a fast-paced environment
• Results oriented and ability to achieve goals by setting challenging but realistic targets and deadlines and managing work effectively
• High level of competency in interpersonal relations and communication with strong customer service and results driven orientation
• Highly organized and strong attention to detail