Coordinator, Elections

City of Brampton•Union, NJ

4d•Onsite

About The Position

Ensures conduct of municipal elections and any by-elections in accordance with the Municipal Elections Act and coordination/management of any special projects which may be assigned. Provides day-to-day coordination, guidance and support for defined programs, processes, policies, practices and project initiatives to meet operational needs and corporate service standards. Develops and implements election policies and procedures for municipal elections and by-elections. Manages projects related to the research, procurement and implementation of election equipment. Updates voting subdivision boundaries, utilizing GIS technology. Liaises with Information Technology in the development and maintenance of system information used for managing election workers, candidates, voters’ lists, locations and vote tabulation. Organizes voting locations, coordinating with internal and external clients; including Community Services, Brampton Library, School Boards, the Region of Peel, community churches and nursing homes. Manages all aspects of the voting location process, including assigning voters to locations, conducting voting location inspections and accessibility needs assessments, securing permits, developing floorplans, and arranging all required Election Day supplies. Organizes Candidate Information Nights as well as other public information sessions as required. Provides overall supervision of operations and procedures during Advance Vote days and Voting Day. Reviews and maintains divisional election procedures manual. Maintains inventory of all election supplies and technology between events. Acts as a key source of contact and provides guidance, advice and support to ensure coordination meets operational needs and corporate service standards. Escalates complex issues to appropriate level for resolution. Builds and maintains a relationship with cross-functional departments, teams and management to support coordination and ensures a thorough understanding of operational needs. Prepares reports to Council regarding changes to the Municipal Elections Act, policies, procedures and new initiatives to deliver the election project. Updates information on the internal and external Election website. Arranges for the publication of required Election notices in various media outlets. Creates all written materials for circulation to candidates, staff/volunteers, Compliance Audit Committee and the public. Prepares management reports, presentations and general ad hoc information as required accurately by established timelines. Creates and maintains documentation and ensures necessary sign-offs and approvals meet policies and confidentiality. Supports the establishment of the Compliance Audit Committee. Conducts research using internal and external resources to gain insight of market trends, current programs, processes and practices to support management and recommends ways to improve business processes, service solutions and best practices. Maintains knowledge of collective agreements, City policies and practices, legislation, regulations and Standard Operating Procedures (SOPs). Provides operational guidance and direction to Election staff and volunteers, through coordination and supervision of an election team overseeing the employment of 2,000 people to deliver the election project. Supports staff, prioritizes and organizes daily work direction to meet operational effectiveness. Coaches, mentors and provides guidance as required to meet operational effectiveness. Provides input into performance reviews as required. Recruits, trains and supervises Voting Day and project staff. Participates in the hiring of the Election Assistant and other key election team members. Acts as the main point of contact for candidates, staff/volunteers and the public; ensuring a high level of customer service. Use of effective resource and expense management at all times to meet corporate policies and guidelines. Manages and provides guidance to election staff, in particular assistants assigned to support portfolio. Participates in project coordination and team meetings as required to meet operational needs. Works well within diverse groups in support of operational goals and objectives. Demonstrates corporate values at all times. Participates as a member of cross-functional team. Provides support/backup as necessary. Manages special projects as assigned.

Requirements

Post-secondary degree or diploma in Public Administration, Business; or equivalent
Minimum 3 years’ experience in municipal government with an emphasis on elections
3 years’ supervisory experience
Thorough knowledge of municipal, regional, provincial and federal governments and applicable legislations is an asset
Ability to identify business needs, initiate and coordinate project resource requests
Solid customer service and people management skills; interface with internal and external customers to meet corporate service standards
Solid organizational skills; detail oriented, well organized, able to coordinate activities and tasks meeting conflicting priorities and timelines
Exceptional communication and interpersonal skills
Proficiency with report writing and MS Office
Knowledge of municipal election legislation and practices with exposure to leading edge election-related technology
Some heavy lifting may be required (up to 40 lbs)

Nice To Haves

Experience with project management an asset
Preference will be given to students that have a permanent residency in Brampton.

Responsibilities

Ensures election administration is in compliance with the Municipal Elections Act (MEA) and other relevant legislation.
Provides day-to-day coordination, guidance and support for defined programs, processes, policies, practices and project initiatives to meet operational needs and corporate service standards.
Develops and implements election policies and procedures for municipal elections and by-elections.
Manages projects related to the research, procurement and implementation of election equipment.
Updates voting subdivision boundaries, utilizing GIS technology.
Liaises with Information Technology in the development and maintenance of system information used for managing election workers, candidates, voters’ lists, locations and vote tabulation.
Organizes voting locations, coordinating with internal and external clients; including Community Services, Brampton Library, School Boards, the Region of Peel, community churches and nursing homes.
Manages all aspects of the voting location process, including assigning voters to locations, conducting voting location inspections and accessibility needs assessments, securing permits, developing floorplans, and arranging all required Election Day supplies.
Organizes Candidate Information Nights as well as other public information sessions as required.
Provides overall supervision of operations and procedures during Advance Vote days and Voting Day.
Reviews and maintains divisional election procedures manual.
Maintains inventory of all election supplies and technology between events.
Coordinates public outreach events.
Acts as a key source of contact and provides guidance, advice and support to ensure coordination meets operational needs and corporate service standards.
Escalates complex issues to appropriate level for resolution.
Builds and maintains a relationship with cross-functional departments, teams and management to support coordination and ensures a thorough understanding of operational needs.
Prepares reports to Council regarding changes to the Municipal Elections Act, policies, procedures and new initiatives to deliver the election project.
Updates information on the internal and external Election website.
Arranges for the publication of required Election notices in various media outlets.
Creates all written materials for circulation to candidates, staff/volunteers, Compliance Audit Committee and the public.
Prepares management reports, presentations and general ad hoc information as required accurately by established timelines.
Creates and maintains documentation and ensures necessary sign-offs and approvals meet policies and confidentiality.
Supports the establishment of the Compliance Audit Committee.
Conducts research using internal and external resources to gain insight of market trends, current programs, processes and practices to support management and recommends ways to improve business processes, service solutions and best practices.
Maintains knowledge of collective agreements, City policies and practices, legislation, regulations and Standard Operating Procedures (SOPs).
Provides operational guidance and direction to Election staff and volunteers, through coordination and supervision of an election team overseeing the employment of 2,000 people to deliver the election project.
Supports staff, prioritizes and organizes daily work direction to meet operational effectiveness.
Coaches, mentors and provides guidance as required to meet operational effectiveness.
Provides input into performance reviews as required.
Recruits, trains and supervises Voting Day and project staff.
Participates in the hiring of the Election Assistant and other key election team members.
Acts as the main point of contact for candidates, staff/volunteers and the public; ensuring a high level of customer service.
Uses effective resource and expense management at all times to meet corporate policies and guidelines.
Manages and provides guidance to election staff, in particular assistants assigned to support portfolio.
Participates in project coordination and team meetings as required to meet operational needs.
Works well within diverse groups in support of operational goals and objectives.
Demonstrates corporate values at all times.
Participates as a member of cross-functional team.
Provides support/backup as necessary.
Manages special projects as assigned.