PROJECT COORDINATOR ELECTION SERVICES (VOTERS' LIST)

City of Toronto; Toronto; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

The City of Toronto is seeking a Project Coordinator for Election Services to oversee the preparation and implementation of projects related to municipal elections. The successful candidate will be responsible for supervising project teams, coordinating with various stakeholders, and ensuring compliance with legal requirements during this temporary 15-month position.

Qualifications

• Experience in project coordination and supporting work teams.
• Experience hiring, training, and supervising staff.
• Proficiency in Microsoft Office Suite including Word, Excel, Visio, PowerPoint.

Responsibilities

• Support planning and implementation of election projects.
• Supervise and train assigned staff for effective teamwork.
• Coordinate hiring and training of voters' list support staff.

Skills

Project coordination

Analytical skills

Communication

Interpersonal skills

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office Suite

Job description

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PROJECT COORDINATOR ELECTION SERVICES (VOTERS' LIST)

• Job ID: 57043
• Job Category: Project Management
• Division & Section: City Clerk's, City Clerk's Elections Services
• Work Location: 89 Northline Rd. (Hybrid work available during some phases of this contract term)
• Job Type & Duration: Full-time, Temporary (15 month) vacancy
• Shift Information: Monday to Friday, 35 hours per week (evening and weekend work required closer to election event)
• Affiliation: Non-Union
• Number of Positions Open: 1
• Posting Period: 26-Jun-2025 to 04-Jul-20225

Join Us!

If you are interested in learning more about the PROJECT COORDINATOR ELECTION SERVICES (VOTERS’ LIST) role, you can participate in a virtual information session on Friday, June 27, 2025, from 12:00 PM – 1:00 PM Eastern Time (US & Canada).You will have the opportunity to ask questions related to the position, working for the City of City Clerk’sdivision, as well as the City's application process.

Please register to participate in the information session using this link:

Your name and email are required for registration, but they will remain private during the session.

Job Summary:

Reporting to the Project Manager of Toronto Elections, the Project Coordinator (Voters’ List) will support the initiation, planning and implementation of election projects related to the municipal election and by-elections, ensuring legislated requirements are met. As part of the Voters’ List team, the Project Coordinator will have specific responsibilities in producing the Voters’ List and its related projects.

Major Responsibilities:

• 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.
• Supervises the day to day operation of all assigned staff including the scheduling, assigning and reviewing of work.
• Coordinates the hiring, training and orientation of voters' list support staff.
• Supervises assigned projects, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
• Supervises a project team in providing expertise in assessment, analysis, evaluation of alternatives and resolution of issues and problems.
• 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.
• Prepares presentations, reports, and communications materials for project team(s), management, and internal and external stakeholders.
• Collaborates with portfolio teams within the unit to find inter-dependencies that will improve on voters' list processes.
• Supports the development of specifications and coordinates requests for information/proposals/ quotations for voters' list program items. Reviews and analyzes contracts on behalf of Election Services in accordance with City by-laws, procedures and policies.
• Conducts research to support project deliverables, including jurisdictional scans.
• Works effectively both independently and as part of a team and produces high standards of work quality; takes initiative to direct own and other's activities.
• Utilizes excellent interpersonal and communication skills to maintain relationships and partnerships with stakeholders, including by email, by phone, and in person.
• Exercises effective interpersonal, conflict-resolution, and problem-solving skills to manage issues and de-escalate situations in fast-paced high-stress environment.
• Utilizes effective time management skills to complete tasks within tight deadlines while managing competing priorities and multiple requests.
• Exercises sound judgement, integrity and fairness in dealing with sensitive and controversial matters.
• Facilitates virtual and in-person meetings and training sessions for City of Toronto staff of all levels.
• Provides input into, and administers, assigned budget, ensuring that 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.
• Understands and acts in compliance with the Accessibility for Ontarians with Disabilities Act, Occupational Health and Safety Act, and all other relevant legislation and associated regulations.
• Acts on behalf of the Project Manager, Election Services, in their absence.
• Works evenings, statutory holidays and weekends as required.

Key Qualifications:

• Considerable experience in project coordination with proven success in supporting work teams in large complex administrative operations and implementing strategic and business work plans while meeting numerous stakeholder requirements and strict deadlines.
• Considerable experience hiring, training, scheduling, coaching and supervising staff including monitoring performance in a fast-paced environment.
• Considerable experience working collaboratively in a diverse team environment to ensure successful delivery of all integrated projects in line with applicable legislation, policies and procedures.
• Considerable experience in a customer service environment and managing stakeholder relationships.
• Considerable proficiency in Microsoft Office Suite including (Word, Excel, Visio, PowerPoint).
• Highly developed analytical, organizational, communication and interpersonal skills, with the ability to communicate both orally and in writing with city staff at all levels of the organization and the public.
• Ability to exercise independent judgement and discretion in handling matters that are confidential, sensitive, and/or controversial in nature.
• Knowledge in multiple facets of an Election event including the understanding of related legislation and the interdependencies of large scale election projects is an asset.
• Knowledge of Municipal Freedom of Information and Protection of Privacy Act, Collective Agreements, Ontario Statues, including Occupational Health and Safety Act, Accessibility for Ontarians with Disabilities Act, employment standards, labour and human rights, and other applicable government legislation.
• Knowledge of government and the independent role of the City Clerk in managing multiple elections.
• Ability to work evenings, statutory holidays and weekends as required.
• Ability to travel other City facilities as required.

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 to employment equity .