Job Information
City of Toronto PROJECT MANAGER ELECTION SERVICES in Toronto, Ontario
PROJECT MANAGER ELECTION SERVICES
Job ID: 46489
Job Category: Project Management
Division & Section: City Clerk's, City Clerk's Elections Services
Work Location: City of Toronto Election Services, 89 Northline Road. - HYBRID
Job Type & Duration: Full-time, Temporary (12-month) Vacancy
Salary: $102,155.00 - $135,815.00, Wage Grade 7.0
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 25-April-2024 to 12-May-2024
Job Summary
Reporting to the Manager, Toronto Elections, the Project Manager of Event Management manages Advance Vote, Election Day management, and the Election Leadership Program for 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
Develops, manages, and implements detailed project plans and provides advice and guidance for the development of processes, policies and procedures for Advance Vote and Election Day in accordance with municipal election laws and City of Toronto by-laws and policies.
Manages planning and execution of Advance Vote and the Election Day Management projects, including inspection and permitting of voting places and Ward Centres, planning and coordination for Advance Vote and Election Central, development of staff training, creation of job aids, and working in partnership with other staff and divisions to ensure equipment and supplies are effective.
Provides coordination, training, leadership, and guidance to the unit and event staff in preparation for and during Advance Vote and on Election Day ensuring the event is conducted effectively in accordance with relevant legislation and City of Toronto by-laws and policies.
Coordinates the design, delivery and execution of the Election Leadership Program including, preparing the program curriculum, recruiting participants, development of job aids and manuals, delivery of training sessions, and coordination of communication with participants.
Supervises, motivates and trains assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
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 Election Day and emergency response strategies, various online portals to enhance stakeholder experience, user-friendly materials and supplies.
Liaises with vendors and consultants to ensure business requirements are met.
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 and 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.
Experience as a fully accountable team lead for a variety of events or projects, including all project/event logistics.
Considerable experience designing and delivering training and presentations for a variety of audiences and staff of all levels.
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.
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 planning, supervising and directing the work of assigned staff.
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.
Experience with 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.
Work experience 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.
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) .