Job Information
City of Toronto PROJECT COORDINATOR ELECTION SERVICES in Toronto, Ontario
PROJECT COORDINATOR ELECTION SERVICES
Job ID: 47669
Job Category: Project Management
Division & Section: City Clerk's, City Clerk's Elections Services
Work Location: City of Toronto Election Services, 89 Northline Rd. Toronto
Job Type & Duration: Full-time, Temporary Vacancy (contract runs until December 2026)
Salary: $86,716 - $112,255, Wage Grade 6,0
Shift Information: Monday to Friday, 35 hours per week - Hybrid
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 25-June-2024 to 14-July-2024
Reporting to theToronto ElectionsProject Manager of Recruitment, the Project Coordinator will support the initiation, planning and implementation of election projects. The successful candidate will be specifically responsible for implementing the recruitment strategy including the hiring of election event staff and supervision of election recruiters.
Major Responsibilities:
Contributes to the development of the recruitment plan, identifying improvements and opportunities for modernization and innovation.
Implements detailed plans and recommends policies regarding program specific requirements to the Project Manager, and the project team(s), including the overall scheduling of projects and reports on the status of all subprojects.
Identifies risks, gaps, conflicts, and overlaps. Follows proper escalation protocol to reach a resolution.
Assists in the hiring, training, and orientation of recruitment supportstaff.
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-dayoperations of assigned staff at work sites across the city including the scheduling, assigning, and reviewing of work. Coordinates and schedules vacation and overtime requests. Monitors and evaluates staff performance, hears grievances, and recommends disciplinary action when necessary.
Facilitates and implements all aspects of the recruitment process and delivery of programs; including program administration, system setup, securing of facility space, scheduling, interviewing, hiring, training and timely/accurate pay processing for event staff.
Recruits, hires, and ensures assignment of applicants toelection event positions based on job requirements and or management approval, ensuring decisions are objective and impartial.
Facilitates virtual and in-person interviews for election event work applicants.
Develops proficiency with election related software and provides detailed instruction to incoming staff.
Maintains records and databases with high attention to detail ensuring accuracy ofinformation.
Ensures an excellent customer service standard in responding to recruitment-related inquiries and requests, while maintaining confidentiality in all interactions with internal/externalstakeholders.
Prepares presentations, reports, and communications materials for project team(s), management, and internal and external stakeholders.
Develops templates for project deliverables for stakeholder use, evaluates theireffectiveness,and makes modifications to ensure ease of use and quality of work outputs.
Provides support to the Manager, Toronto Elections and assigned project team(s) in developing reports and presentations to Committee Council and senior City officials.
Provides input into and administers assigned budget, ensuring expenditures are controlled and maintained within approved budget limitations.
Identifies and advises the Project Manager and the project team(s) of efficiencies and the effectiveness of the services provided while ensuring work plan objectives and goals are met.
Exercises sound judgement, integrity, and fairness in dealing with sensitive and controversialmatters.
Understands and acts in compliance with the City's TPS By-law, Accommodation Policy, Municipal Elections Act, 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:
Your application must describe your qualifications as they relate to:
Considerable experience in project coordination and project or event management including implementing multiple projects with conflicting deadlines, analyzing, and evaluating projects, monitoring and tracking progress, and communication to stakeholders and seniormanagement.
Experience and knowledge of the recruitment process, including screening, interviewing, evaluating, training, scheduling, coaching, supervising, and monitoring staff performance in a fast-paced environment.
Considerable experience working collaboratively in a diverse team environment to ensure successful delivery of all integrated projects.
Considerable experience in customer service and working with a variety of stakeholders,with strong interpersonal skills inconflict resolution and exercising discretion and good judgement with confidentialinformation.
Ability to learn new technology and databases quickly and experience with a variety of software packages including MS Office (i.e. Word, Excel, and PowerPoint).
Post-secondary education in a discipline pertinent to the job function (Human Resources, Political Science, Communications, etc.) or an approved equivalent of education and experience is an asset.
Highly developed analytical, organizational, and time management skills including attention to detail, ability to set priorities, ability to meet deadlines and deal with conflicting priorities.
Familiarity with and the ability to appropriately apply applicable government legislation and statutes such as, Municipal Elections Act, Municipal Freedom of Information and Protection of Privacy Act, Collective Agreements, Occupational Health and Safety Act, Accessibility for Ontarians with Disabilities Act, Employment Standards, and Labour and Human Rights Codes.
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.
Broad understanding of municipal government and the independent role of the City Clerk in conducting elections.
Access to a vehicle during the recruitment period to travel between sites is an asset.
Ability to work long hours during peak periods including evenings, statutory holidays and weekends 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 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) .
