Election Assistant, Special Ballots

City Of Edmonton; Edmonton; On-site; CAD 30,000 - 60,000; Full time

Job summary

Join the City of Edmonton as an Election Assistant for the 2025 elections! This role involves managing special ballot requests, adhering to strict timelines and legal requirements, and ensuring voter packages are processed accurately. Ideal candidates will have strong communication skills, experience in administration, and a commitment to public service. The position offers an opportunity to contribute significantly to the electoral process in Edmonton and is suited for detail-oriented individuals ready to work in a dynamic environment.

Qualifications

• 3+ years of progressively responsible experience in administration or related field.
• Experience working in an administrative capacity at a municipality is preferred.

Responsibilities

• Manage incoming special ballot requests and evaluate accuracy.
• Assemble and distribute special ballot packages.
• Receive and process completed special ballot packages.

Skills

Excellent written and verbal communication skills

Excellent interpersonal skills

Ability to manage high volume, short timelines

Strong issues management and conflict resolution skills

Excellent organizational skills

Education

Completion of grade twelve including business subjects

Completion of an appropriate certification program

Tools

Election Logistics Management System (ELMS)

Google Suite

Job description

Play a pivotal role in the upcoming 2025 Edmonton Election!

The Edmonton Election is a large-scale, complex, highly legislated civic project that is held every four years, featuring tight timelines and a broad range of stakeholders. It is a project that requires agility, precision, and dedication, offering a unique opportunity to contribute to a process that enables Edmontonians to vote for Mayor and Council and Edmonton Public School Board or Edmonton Catholic School Division trustees.

As our Election Assistant, Special Ballots, reporting to the Election Specialist, Special Ballots, you’ll support the implementation of the special ballots process. You will assist with all facets of special ballot requests, from validating incoming applications, to assembling and dispatching ballot packages, and meticulously processing returned packages. This role requires strict adherence to legislative requirements and critical timelines, ensuring the accuracy of information on certificate envelopes and the proper processing and secure storage of all ballots in compliance with legislated requirements and Edmonton Elections’ processes.

What will you do?

• Manage incoming special ballot requests through various approved channels, including online, mail, phone, and in-person
• Evaluate special ballot package requests for accuracy and completeness, contacting electors for missing information as needed
• Enter data related to special ballot requests into the Election Logistics Management System (ELMS)
• Assemble and distribute special ballot packages according to voters' instructions (i.e., postal mail, courier, in-person pick-up) and established processes
• Receive and evaluate completed special ballot packages, ensuring accuracy and completeness
• Process incoming special ballot packages at designated times, adhering to ballot accounting processes and secure storage
• Support and participate in mock trial events for special ballot processes
• Fulfill duties as an assigned election worker during advance vote and on election day to support special ballot delivery
• Support the creation of post-election reports and handle front desk reception as required

Qualifications

• Completion of grade twelve (12) including business subjects related to training in computer applications or completion of an appropriate certification program from an approved school/college
• 3+ years of progressively responsible experience in administration, human resources, event planning, or a related field
• Experience working in an administrative capacity at the City or a large organization or municipality

Skills required for success:

• Excellent written and verbal communication skills and the ability to maintain professionalism and neutrality when interacting with the public
• Experience in an administrative role at a municipality or large organization is preferred
• Excellent interpersonal skills and ability to work with a wide range of demographics
• Ability to manage high volume, short timelines, and changing priorities
• Strong issues management and conflict resolution skills
• Ability to work across multiple platforms (Google Suite, ELMS)
• Upholds confidentiality and discretion when handling sensitive information
• Excellent organizational, time management and prioritization skills with strong attention to detail
• Ability to work under pressure and meet tight deadlines in a stressful environment
• Alignment to our Cultural Commitments and Leadership Competencies (https://bit.ly/4brRrXm)
• Embracing a culture of equity, diversity, reconciliation and inclusion

Work Environment:

• The weekly hours of work for this position are currently under review and may change at a future time. Any changes will be made in accordance with the City of Edmonton/Civic Service Union 52 collective agreement and the incumbent will be notified in advance.
• Possible Evening and Weekend Work. Availability to work evenings and weekends may be required during peak periods to ensure operational efficiency and meet business demands.

The City of Edmonton values applicants with a diverse range of skills, experiences and competencies, and encourages you to apply. We strive to provide reasonable access and accommodations throughout the recruitment process. To request an accommodation, please contact [e-mail]. Learn more about our benefits https://bit.ly/COEbenefits.

30 temporary full-time positions for up to 4 months
As part of our hiring process, selected candidates may be required to complete an assessment to evaluate relevant skills and competencies.

Hours of Work: 33.75 hours per week

Salary Range: $28.644 - $35.917 (Hourly)

Salary ranges are in the process of being updated in accordance with the recently ratified collective agreement between the City and CSU 52 and will be forthcoming shortly.

Talent Acquisition Consultant: BE/SB

Edmonton rests in the heart of Treaty Six territory in Alberta and the homelands of the Metis Nation.

Classification Title: Clerk III
Posting Date: Jun 03, 2025
Closing Date: Ongoing
Number of Openings (up to): 30 - Temporary Full-time
Union: CSU 52
Department: Office of the City Manager
Work Location(s): Elections Office, 16304 - 114 Ave Edmonton T5J 3R8