Election Specialist, Special Ballots Job Listing at City of Edmonton in Edmonton, AB (Job ID 52271)

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, Special Ballots is responsible for the implementation of the Special Ballot Strategy. This includes providing opportunities for electors to vote by mail or in-person at the Elections Office. The role involves managing and tracking special ballot package requests, overseeing the production, packaging, and distribution of outgoing special ballot packages, and processing, tracking, and securely storing incoming completed special ballot packages. The Election Specialist, Special Ballots will also provide leadership, problem-solving, and logistical support for the Special Ballots Team, including training and direct supervision of up to 30 Special Ballot Assistants and additional support staff.

What will you do?

• Work directly with the Project Lead to develop Standard Operating Procedures for Special Ballot processes, including in-depth analysis of existing practices and testing of new processes to ensure on-going legislative compliance
• Determine operational processes for special ballot application methods, distribution methods, ballot accounting, and processing of returned ballot packages 
• Collaborate with the Election Specialist, Permanent Electors Register and Ballot Accounting team to ensure processes are integrated smoothly across project streams
• Lead the coordination and facilitation of the Special Ballot mock trial events to ensure full legislative compliance and operational viability  
• Oversee and manage special ballot requests by ensuring they are processed accurately and efficiently through full compliance with Standard Operating Procedures and other legislated requirements
• Maintain accurate and current records of the processing time and volume of special ballot requests
• Oversee and manage the creation of special ballot packages, including pre-production and post-nomination phases, according to established procedures 
• Manage the distribution of Special Ballots, ensuring accurate package and ballot accounting
• Supervise a team of up to 30 Special Ballot Assistants, including setting expectations, providing coaching and evaluating performance
• Act as the main point of contact for logistical support and troubleshooting, and provide guidance on complex inquiries to ensure adherence to legislative requirements
• Design and deliver Special Ballot Assistant training for all processes related to special ballots including applications, processing and distribution
• Manage all aspects of the special ballot process, including application handling, quality assurance, secure storage, and coordination with internal (Warehouse Manager) and external (couriers, Canada Post) stakeholders to ensure compliance and efficiency
• Track and report on data, assist with processing ballots, and compile election-related information to support the overall election administration process