Election Project Coordinator

7 days ago

Halifax, Nova Scotia, Canada Halifax Regional Municipality Full time

Job Posting

  • Reporting to the Elections & Special Projects Manager,the
-
Election Project Coordinator(the Coordinator) provides support for the 2024 Municipal Election.specifically monitoring & maintaining the 2024 Municipal Election Project Plan & participating in its developmentThe Coordinator will also provide administrative/project support to 2024 Municipal Election Steering Committee and Working Group.
Responsibilities will include meeting preparation & scheduling, document preparation & coordination of meetings including the internal project team & external stakeholders-
DUTIES & RESPONSIBILITIES:
Election Project Plan (Non-Technical)

  • Work with Elections & Special Projects Manager to produce,establish & maintain the Election Project Plan (nontechnical) & monitor & advise on upcoming deadlines
  • Coordinate meetings of the Election Project Steering Committee including scheduling meetings, preparation of meeting materials including general research, as well as building of reports or presentations to the Steering Committee
  • Assist with communication between internal divisions to ensure that team members are aware of tasks/deadlines
  • Coordinate regular meetings to ensure tasks are accounted for & Project Schedule is updated accordingly

Integrated Voting Services Project

  • Work with Elections & Special Projects Manager & internal project team to issue a Request for Proposal (RFP) for an Integrated Voting Services vendor(electronic & telephone voting)prior to the October general election
  • Assist with communication of internal project team to ensure that team members are aware of tasks & deadlines & schedule meetings
  • Assist in the coordination & scheduling of the RFP evaluation meetings & liaise with procurement staff to ensure that project remains on track

Election Office Preparation

  • Work internally to build criteria for the setup of the Election Office(technical requirements, office/workspace,accessibility,etc)
  • Coordinate with HRM Property,Fleet &Environment Business Unit to inventory & organize election equipment storage
  • Act as first point of contact for Election Office,for both internal/external stakeholders,in particular with regard to the ordering &receiving of supplies or equipment for election operations
  • Any other duties related to the setup of the Election Office as directed by the Elections & Special Project Manager

Assistance to 2024 Municipal Election Project

  • Assist the Elections & Special Projects Manager in drafting of written materials including reports,communications,requests for proposals(RFPs),tenders as well as maintain changes to agreements,Bylaws,& policy
  • Liaise & communicate with internal staff external vendors & other project stakeholders in relation to the 2024 Municipal Election as required
  • Financial administration,including processing invoices,monitoring expenditures,& assisting with budget activity
  • Provide administrative support for the implementation of the lessons learned documents from the performance excellence review of the 2020 Municipal Election
  • Provide administrative & operational support during advanced & alternative voting dates as well as election day
  • Assist with preparation of documents & materials for an official recount,if required,& closeout of Municipal Election
  • Assist with the preparation of "lessons learned"documentation for the election
General- Work in the public realm & political environment, requiring a strong sense of professionalism & political astuteness

  • Exercise discretion initiative,tact & alertness as well as a high degree of confidentiality in dealing with administrative & politically sensitive matters
  • Maintain working knowledge of provincial/municipal legislation & regulation related to the execution of the Municipal Election

QUALIFICATIONS

Education & Experience

  • Undergraduate degree or relevant college diploma in a related area
  • Previous experience working in municipal government setting
  • Demonstrated experience & the required skills to communicate & interact with a wide cross section of staff,external vendors & other stakeholders/clients
  • Demonstrated experience in building,researching & proofreading reports,memos,briefing notes & preparation of PowerPoint presentation
  • Experience in managing large scale projects,coordinating & communicating deadlines, researching,analyzing & summarizing data
  • Experience the use of project management tracking tools such as MS Project considered an asset
  • Demonstrated facilitation,collaboration,consulting,consensusbuilding,customer centric approach & interpersonal skills

Technical/Job Specific Knowledge and Abilities

  • Proficient use of Microsoft Office(Outlook,Word,Excel,PowerPoint)
  • Excellent organizational,time management & problemsolving skillsability to coordinate complex tasks efficiently
  • Excellent interpersonal & communication skills with both internal/external customer
  • Strong writing,research analytical & proje

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