Job Information
City of Toronto PROJECT COORDINATOR (VOTING PLACES & GEOGRAPHY) TORONTO ELECTIONS in Toronto, Ontario
PROJECT COORDINATOR (VOTING PLACES & GEOGRAPHY) TORONTO ELECTIONS
Job ID: 53439
Job Category: Project Management
Division & Section: City Clerk's,Toronto Elections
Work Location: City of Toronto Elections, 89 Northline Rd. Toronto
Job Type & Duration: 1 Full-time, Temporary Vacancy, Contract ends in October 2026
Salary: : $86,716.00 – $112,255.00
Shift Information: Monday to Friday, 35 hours per week - Hybrid
Affiliation: Non-union
Number of Positions Open: 1
Posting Period: 13-Feb-2025 to 28-Feb-2025
Join Us!
If you are interested in learning more about the Toronto Elections’ Project Coordinator (Voting Places and Geography) role, you can participate in a virtual WebEx information session with Kelly Hilbig, Manager Toronto Elections and Luke O’Regan, Project Manager Toronto Elections on February 21st f rom 12:00 – 1:00 pm.
You will have the opportunity to ask questions related to the position, working for the City of Toronto'sCity Clerk’s Office and Toronto Elections, as well as the City's application process.
Please register to participate in the information session using this link: https://toronto.webex.com/weblink/register/r041eb58f02ab8ba307c109201d453ba4
Your name and email are required for registration, but they will remain private during the session.
Reporting to the Toronto Elections Project Manager of Voting Places & Geography, the Project Coordinator will support the initiation, planning and implementation of election projects. They will play a key role in coordinating the inspection, permitting, logistics, and stakeholder management of voting places for the 2026 election, as well as supervising support staff.
Major Responsibilities:
Coordinate and oversee the inspection and of all voting places and recommend accessibility accommodations.
Oversee voting place relationships, location permitting, and election day logistics including furniture and supply delivery, and implementation of accessibility measures.
Implements detailed plans and recommends policies/procedures regarding program specific requirements. Supervises, motivates and trains assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
Manages daily operations of assigned staff, including scheduling, task assignment, performance monitoring, and coordinating vacation and overtime requests.
Provides input into budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
Supports and implements all aspects of the election project planning and delivery, including general elections and by-elections, including referenda, recounts, and contract elections.
Coordinates key electoral functions for the assigned project teams during elections, by-elections, referenda, recounts and contract elections, including, but not limited to election management, project management, public engagement, candidate services, voting infrastructure, technology and human resources.
Understands the vision, mission and strategic directions of the City Clerk's Office and its services, the City Clerk under the Municipal Elections Act, 1996, and the unique qualities and responsibilities for working in a political environment with Elected Officials and various stakeholders.
Implements the project teams' business processes, policies and programs that strengthen the City's electoral processes and are necessary or desirable for conducting an election that is compliant with municipal election law, such as making processes and documents accessible in accordance with standards established in the Accessibility for Ontarians with Disabilities Act.
Implements detailed project plans and recommends policies regarding program specific requirements to the Manager, Toronto Elections and the project team(s), including the overall scheduling of projects and reports on the status of all subprojects. Identifies risks, gaps, conflicts and overlaps. Follows proper escalation protocol in order to reach a resolution.
Identifies and advises the Manager, Toronto Elections and the project team(s), of efficiencies and effectiveness of the services provided while ensuring work plan objectives and goals are met. Works effectively in a team and produces high standards of work quality.
Oversees current processes and operations and researches industry practices, conducts jurisdictional scans, and implements new programs, services and policies to address emerging needs and legislated initiatives.
Supervises a project team in providing expertise in assessment, analysis, evaluation of alternatives and resolution of issues and problems.
Researches and reviews emerging technologies and trends to address future election requirements and implications. In conjunction with the project teams, implements systems, technology and equipment to support the delivery of efficient and effective elections.
Exercises sound judgement, integrity and fairness in dealing with sensitive and controversial matters.
Provides support to the project team handling candidates' and third party registrants' financial filing and disclosure program and implements the City's compliance audit program and the contribution rebate program in accordance with Council approved by-laws.
Implements a public engagement and education program to raise awareness of the City's democratic processes among Toronto's diverse communities and ensures eligible electors and candidates understand their rights and responsibilities to participate in the City's municipal and school board elections.
Researches, recommends and implements innovative programs that position the City as a leader in election management, such as Election Day and emergency response strategies, student worker initiatives, and developing/providing user-friendly materials and supplies.
Analyzes voter data and related materials for staff and candidates. Receives Preliminary List of Electors from the Municipal Property Assessment Corporation (MPAC), corrects any errors and produces the voters' list for posting and distribution.
Provides support to the Manager, Toronto Elections and assigned project team(s) in developing reports and presentations to Committee and Council and senior City officials.
Supports the development and implements communication strategies, plans and products that support election projects and initiatives, including the development of communication vehicles and techniques to engage diverse internal and external audiences.
Supports the development of specifications and coordinates requests for information/ proposals/ quotations. Reviews and analyzes contracts on behalf of Toronto Elections in accordance with City by-laws, procedures and policies.
Identifies and recommends effective partnerships with clients, internal and external stakeholders to address and resolve various issues during project delivery while balancing corporate interests.
Documents and tracks the assigned project team's operating budget to ensure that the expenditures are controlled and maintained within approved budget limitations.
Represents the City Clerk in meetings with a wide and diverse range of internal and external stakeholders, City Divisions, community groups, senior staff, elected officials and other levels of government.
Implements the customer service standards and operational plans to ensure the delivery of quality service to efficiently and effectively meet customer service needs and requirements.
Ensures 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, Toronto Elections, 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 project coordination with proven success in implementing project plans and supporting teams in complex operations, while managing competing priorities and strict deadlines in a fast-paced environment
Considerable experience in a customer service environment and managing stakeholder relationships.
Considerable experience managing, maintaining, and monitoring various databases and systems to ensure accurate and complete records.
Considerable experience with a variety of software packages and applications including MS Office (i.e. Word, Excel, Access, Visio, and PowerPoint) and the ability to learn new ones.
Possession of a valid Province of Ontario class "G" driver's license and access to a personal vehicle.
Strong time management and organization skills and the ability to work independently.
Ability to work collaboratively in a diverse team environment to ensure successful delivery of all integrated projects.
Highly developed negotiation and interpersonal skills to manage complex, sensitive, and confidential issues, including issues related to accessibility and equity.
Knowledge of relevant provisions of the Accessibility for Ontarians with Disabilities Act (AODA), Human Rights Code, Occupational Health and Safety Act, and related legislation.
Ability to work evenings, statutory holidays and weekends as required.
Familiarity with the political and social geography of Toronto.
Ability to travel to various work locations.
Experience in supervising and leading staff is considered an asset.
GIS Experience (ArcGIS, QGIS) is considered an asset.
Elections experience is considered an asset.
Note To Current City of Toronto Employees
City of Toronto employees are eligible to apply for the posted job opportunity, but cannot hold two different jobs. To be considered for this job posting, you must indicate that you are a "Current City of Toronto employee" on the on-line application form, and provide your "Employee Number".
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) .