Manager Elections/Print & Mail

City of Hamilton - Hamilton, ON (30+ days ago)

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About the City of Hamilton

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometres of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

JOB POSTING

JOB ID #: 16039

Manager Elections/Print & Mail
Corporate Services
City Clerk
City Hall

NUMBER OF VACANCIES: 1 Full-Time Regular

UNION/NON-UNION: Non Union Mgmt Professional

HOURS Of WORK: 35.00 per week

GRADE: 6
SALARY/HOUR: $49.071 - $57.391 per hour
  • Note: See appropriate Collective Agreement or the Non Union Salary Range for details.
STATUS/LENGTH: Permanent

Job Description ID #: 2020

SUMMARY OF DUTIES

Reporting directly to the City Clerk, is responsible for managing and co-ordinating all related activities of the Municipal Elections in the City of Hamilton consistent with the Municipal Elections Act, Municipal Act, Accessibility for Ontarians Act, Education Act, and the Building Code Act, along with ensuring the effective and efficient administration of Print & Mail activities. Responsible for the preparation, maintenance and monitoring of the Division’s current and capital budget. Acts as a Commissioner of Oaths for all relevant City business. Responsible for all print, mail and courier functions for the City of Hamilton. When required performs all statutory duties of the City Clerk as defined by legislation.

GENERAL DUTIES

Manages all aspects of municipal elections and by-elections by ensuring all requirements under The Municipal Elections Act, The Municipal Act, Accessibility for Ontarians with Disabilities Act, Education Act, and the Building Code Act. are adhered to and by developing cost effective policies, procedures and action plans. Acts as Assistant Returning Officer for Municipal Elections.

Monitors amendments to Revised Statutes of Ontario having impact on municipal elections to ensure the continued compliance within the prescribed time period.

Responsible for being the spokesperson for the municipal election. Required to interact with members of the media, councillors, candidates, senior staff, city departments, provincial and federal governments and the public respecting election and ward boundary issues.

The Manager of Elections, Print and Mail is responsible for being the internal staff liaison responsible for handling ward boundary reviews. This requires the providing of evidence at Ontario Municipal Board hearings.

The Manager of Elections, Print and Mail is responsible for conducting the submission of by-law questions to the public outside of the municipal election period.

Ensures effective mechanisms are in place to facilitate the election event and address issues arising from the event. Monitors the design and production of the structure of the Voters’ List, ward/voting subdivision maps and ward indices for filing with the Municipal Property Assessment Corporation.

Manages the creation/enhancement of municipal election procedures and databases inclusive of but not limited to those required for the use of vote counting equipment, tracking eligible voters, the application of rejection parameters, the establishment of voting centres, ballot faces/print files and municipal election results formats and products.

Reviews and evaluates Candidate Financial Statements and makes recommendations regarding Compliance Audits.

Manages all pre and post election event support, such as the contingency planning process, the establishment of testing and audit procedures for the testing phase of tabulators and the electoral event.

Monitors the gathering of evidence, documents and the preparation of affidavits in response to legal challenges submitted to the Court; representing the City Clerk in court to defend challenges to the election event and acts as the Recount Officer in instances where a recount is to be conducted.

Monitors external resources contracted to maintain the integrity of the election process, such as, but not limited to the use of an external auditing firm to review and assess the voting system and the internal systems and procedures developed by the City of Hamilton Elections staff, to ensure its confidentiality, availability and integrity.

Provides reports to the City Clerk on status, progress, issues requiring action and remedial action plans. Prepares annual reports on program activities and progress and the establishment and continuation of policy and procedure manuals for operational guidance.

Responsible for the overall management of the Print & Mail Section by ensuring the smooth flow of projects through the section and ensure that all customer production considerations such as quality, delivery and budget are met.

Print, Mail and Courier activities include the procurement process for postage machines, oversized printers, print tender contracts, and braille printers.

Provides strategic leadership, mentoring and direction to elections and print and mail staff. Manages staff and staffing requirements including interviewing, hiring, orientation and regular performance reviews. Evaluates needs and ensures adequate training and career development for staff. Provides opportunities for regular staff input and feedback to enhance management and team performance. Prepares long and short-term work plans.

Directs activities associated with the recruitment and selection of voting place personnel to meet the administrative and legislative requirements associated with the conduct of an electoral event. Directs the planning, development and implementation of training programs and presentations as required. This includes the research, authoring and presenting of all training programs for positions related to municipal elections.

Participates in the development of Divisional goals and objectives. Develops, implements and monitors an operational plan for the organizational unit, and ensures alignment with Divisional, Departmental and corporate plans.

Participates in budgetary process by responsibly projecting and maintaining costs associated with the organizational unit. Develops and monitors current sectional budget consistent with the Division’s operating objectives and assures their adherence. Develops mitigation strategies as required to meet future demands and demonstrated budgetary restraints.

Responsible for ensuring that City Clerks Division information pertaining to Elections is maintained and updated on the City’s website.

Participates as a member of Clerk's Management Team.

Participates in labour relations matters by maintaining close liaison with Human Resources.

Must be able to perform all statutory duties as defined by legislation in the absence of the City Clerk.

Ensures that employees are provided with and use the appropriate equipment, material and/or procedures required to perform the assigned duties. Ensures that all employees perform work in accordance with applicable health and safety legislation and all City of Hamilton corporate and departmental policies and procedures. Ensures that appropriate action is recommended for those employees who do not work in compliance with legislation, policies or procedures.

Works in accordance with the provisions of applicable health and safety legislation and all City of Hamilton corporate and departmental policies and procedures related to occupational health and safety.

Must be available to work extended hours and weekends as required.

Performs other duties as assigned which are directly related to the responsibilities of the position.

QUALIFICATIONS

1. University Degree in Business Administration or Political Science or equivalent combination of education and related work experience with five to six year's related experience in a management or supervisory capacity preferably in a municipal setting.

2. Progressive professional experience in conducting municipal elections and demonstrated leadership in leveraging technology, improving business processes and efficiencies in all aspects of municipal elections.

3. Sound knowledge and understanding of Municipal Elections Act, The Municipal Act, The Education Act, Accessibility for Ontarians with Disabilities Act, the Building Code Act and Municipal level parliamentary practices and procedures, Rules of Order, and general statutes governing municipal operations in Ontario.

4. A.M.C.T. Professional Designation an asset, or other Parliamentary experience.

5. Highly developed analytical and project planning skills with a proven track record for long-term visioning and big picture thinking.

6. Demonstrated ability to effectively manage a large team in a results-oriented environment.

7. Demonstrated financial management skills developing, implementing and monitoring operational, capital budgets and Election Financial Statements and Auditors’ reports.

8. Proven ability to contribute meaningfully to the strategic and business planning processes and direction of the organization.

9. Excellent interpersonal and communication skills and ability to deal diplomatically with the media, elected officials, government departments, all levels of management, staff and the public.

10. Experience modernizing work environments and proven change management experience to help staff with the transition.

11. Must be able to perform effectively in a fast-paced environment under pressure within severe time constraints that requires a high degree of attention to detail, project management, vendor management, decisiveness and problem-solving techniques.

12. Demonstrated knowledge of the Health and Safety Act and applicable regulations as it relates to the position.

13. Experience writing reports and presenting in front of large diverse groups of people.

14. Ability to attend evening Council/Committee meetings as required.

15. Ability to manage competing priorities in a high-pressured environment and balancing responsibilities to ensure rigorous and transparent service delivery while still meeting required outcomes.

16. Experience working with a large and temporary workforce and ensuring they are available, well trained and motivated to reliably and consistently deliver rigorous, non-negotiable standards, processes and procedures.

17. Adapting to, and supporting continual change, including new technology, systems, processes and business requirements

18. Ability to uphold integrity, confidentiality, transparency and neutrality within a political environment.

19. Experience supporting transparency and disclosure of public processes and documentation.

Disclaimer:
Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms:
The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.

We invite you to visit the departmental webpage to obtain further information on the culture and business of this department.

The incumbent shall comply with all Health and Safety Policies and Practices for this position and the workplace.

It is the responsibility of the applicants to ensure that their application reaches Human Resources by the closing date or they may not be considered. It is also the responsibility of applicants to supply qualifications, licences and related experience relevant to the qualifications outlined above for this competition as directed. On the basis of the criteria set out above, this posting is open to all applicants

The statements made by me are true, complete and correct to the best of my knowledge. I understand that any falsification of statements, misrepresentations, deliberate omission or concealment of information may be considered just cause for discipline, up to and including termination for internal applicants and disqualification for external applicants.