Election Specialist, Institutional Voting Job Listing at City of Edmonton in Edmonton, AB (Job ID 52269)

Description

We are excited to share that we have a new opportunity to join our growing Election's team!

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, Council, and Edmonton Public or Edmonton Catholic school board trustees.

Reporting to the Project Lead, Voting Opportunities and Election Readiness, the Election Specialist, Institutional Voting will be responsible for the development and implementation of the Institutional Voting Strategy. This includes coordinating meetings and site visits with key facility contacts, developing and delivering training for election workers, and ensuring that Standard Operating Procedures are compliant with legislative requirements. The Election Specialist, Institutional Voting will lead the operational implementation of institutional voting strategies, working collaboratively with various internal and external stakeholders to ensure a smooth and successful election. This role requires a detail-oriented individual with excellent communication, organizational, and problem-solving skills, capable of working under pressure and meeting strict deadlines.

What will you do?

• Lead the strategic implementation of institutional voting initiatives for the 2025 Edmonton Elections, ensuring alignment with project goals and legislative requirements. This involves overseeing the entire process from planning to execution, adapting strategies as needed to remove barriers to participation and increase accessibility
• Develop and document Standard Operating Procedures (SOPs) for institutional voting across diverse settings, including Senior Accommodation Facilities (SAFs), post-secondary institutions, hospitals, and shelters. This includes drafting detailed procedures that comply with the Local Authorities Election Act and other relevant legislation, ensuring consistency and accuracy in the voting process
• Coordinate and manage Institutional Voting mock trial events to test processes, identify potential issues, and refine procedures before the actual election. This involves planning and executing mock elections, gathering feedback, and implementing necessary adjustments to ensure a smooth and efficient voting experience
• Collaborate closely with internal Edmonton Elections teams, such as the Permanent Electors Register and Ballot Accounting teams, to integrate institutional voting processes seamlessly with other election functions. This ensures effective communication, coordination, and data flow across different project streams 
• Establish and maintain relationships with community partners and external organizations, including facility administrators and community leaders, to facilitate institutional voting opportunities. This involves conducting outreach, scheduling meetings, and coordinating logistics to ensure successful voting events 
• Evaluate the accessibility, suitability, and logistical viability of potential voting locations through site visits and assessments. This includes assessing physical accessibility, space requirements, and technical infrastructure (e.g., Wi-Fi, power supply) to ensure that voting stations meet the needs of all electors
• Design, develop, and deliver comprehensive training programs for up to 50 election workers involved in institutional voting processes. This includes creating training materials, conducting workshops, and ensuring that election workers are well-prepared to administer voting procedures accurately and professionally
• Provide direct supervision, guidance, and support to the Election Assistant and election day workers, fostering a positive and productive team environment. This involves conducting regular check-ins, providing feedback, addressing concerns, and ensuring that staff are well-equipped to perform their duties
• Coordinate and manage election team logistics and requirements, including worker scheduling, equipment allocation, and on-site support, to ensure smooth and efficient voting operations. This also involves problem-solving and addressing any issues that may arise during the voting process
• Respond to inquiries from the public regarding institutional voting and prepare post-election summaries and reports to document the outcomes and effectiveness of the implemented strategies. This requires strong communication skills and attention to detail to provide accurate information and comprehensive reporting.