ELECTION ASSISTANT (Mail In Vote)

City of Toronto • Toronto, ON

5d • CA$28 - CA$31 • Onsite

About The Position

Reporting to the Project Manager, Alternative Voting, the Election Assistant will support the implementation of all mail-in voting activities for the 2026 municipal election. Key responsibilities include coordinating mail-in ballot processes, performing data entry and tracking of applications and returned ballots, and supporting data accuracy and reconciliation. The role will also involve providing mail intake support and delivering customer service to voters participating in the mail-in voting program.

Requirements

• Proven experience in data entry, records processing, and quality assurance within high-volume environments, including managing applications and associated records, gained through hands-on work experience or completion of relevant educational coursework.
• Experience in clerical duties and processing, counting, sorting, organizing, and distributing supplies, materials, and equipment using a high attention to detail in quality assurance.
• Experience working in a customer service and team environment, effectively dealing with the public and staff, responding to inquiries both in person, through email and on the telephone.
• Valid Ontario class G Drivers Licence
• Experience using Microsoft Office 365 applications (Word, Excel, PowerPoint, Outlook, Teams), including working within a Windows operating system environment.
• Excellent oral communication and presentation skills to communicate effectively with all levels of staff and the public in an efficient and diplomatic manner.
• Ability to plan and coordinate the work of large groups to achieve deliverables with set timelines.
• Problem-solving, ability to work well independently and as part of a team.
• Excellent organizational and time management skills, including attention to detail, ability to set priorities, ability to meet deadlines, and ability to deal with conflicting priorities at work.
• Sound judgement and the ability to handle information of a confidential/sensitive nature.
• Ability to work on multiple projects in fast-paced environment.
• Willingness and ability to work long hours during peak periods, including evenings, statutory holidays and weekends as required.
• Knowledge of matters related to equity, inclusion and accessibility.

Responsibilities

• Performs clerical duties such as responding to phone and email inquiries related to mail-in voting, recording meeting proceedings, data input, monitoring and flagging social media activity, photocopying/faxing, digitizing files, stock inventory, sorting, collating, and distributing of mail-in voting materials, event coordination and facilitation, and other administrative duties.
• Collects, organizes, and verifies data from various sources to ensure accuracy and quality control, proofreading of election products such as reports, training material, public communications, presentations, mail-in ballot packages, and voting place supplies, etc.
• Loads/unloads and assembles election supplies and equipment such as paper products, cardboard, equipment, boxes, furniture, and mail-in voting materials, etc.
• Processing mail-in ballot applications, including review, verification, and quality assurance to ensure accuracy and completeness.
• Timely and accurate processing and data entry of mail-in ballot applications and related records into various electronic systems.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed