Elections Office Assistant

OverviewThe City of Kingston is grateful to experience the traditional territories of Anishinabek (Ah-nish-nah-beg), Haudenosaunee (Ho-den-o-show-nee) and Huron-Wendat (huron-wen·dat). Kingston is a smart, livable city in the heart of eastern Ontario. Its stable and diversified economy includes global corporations, innovative start-ups and all levels of government. At the City of Kingston, we believe that diversity and inclusion are essential elements of a thriving workplace. We value the unique perspectives and experiences that each individual brings to our team. As we continue to grow, we are dedicated to creating an environment where all employees feel welcomed, respected, and empowered to contribute their best work. The City of Kingston views diversity as its strength and we encourage applications from individuals of all backgrounds, including those from underrepresented communities.As staff, you play a pivotal role in enhancing people\'s lives by delivering exceptional, customer-centered services of the highest quality. Within our highly ethical environment, you\'ll embrace accountability by consistently going above and beyond, actively listening to our customers, creatively addressing their needs, and maintaining unwavering respect for all individuals you serve. As a result, you\'ll become an integral part of our qualified and dynamic team, recognized for its compassion, excellence, integrity, inclusivity, and adaptability.Position DetailsJob Title: Elections Office AssistantJob Number: J0126-0347Job Code: NU274Job Category: Administrative/ClericalLocation: City Hall - Election OfficeBargaining Unit: Non-UnionJob Type: Temporary Full TimeEmployment Type: AdditionNumber Of Positions: 3Contract Duration: Up to 7 MonthsHours Of Work: 35 hrs/wkSalary: $59,082.30 - $73,852.87/YearDate Posted: February 2, 2026Closing Date: February 17, 2026Position SummaryReporting to the Deputy City Clerk, the Elections Office Assistant assists in the daily operation of the Election Office and provides administrative support to the Assistant Returning Officer. The Elections Office Assistant is responsible for recruiting, organizing, training and directing temporary election poll workers for voting days. This position is responsible for reviewing and revising the Voters List and for assisting electors in updating their information on the Voters List. This position will coordinate and organize special voting places at institutional and long-term care facilities on Voting Day. The Election Office provides excellent customer service via in-person counter inquiries, phone, and email to candidates, electors, and temporary voting place workers before and on voting days. The position provides technical support for online voting by resolving basic requests and escalating requests to the online voting system vendor for resolution, as required.Key Accountabilities & ResponsibilitiesProvide excellent customer service for candidates, electors, and temporary voting place workers on voting days.Responsible for recruiting, organizing, training and directing temporary election poll workers for voting days.Coordinate and organize special voting places at institutional and long-term care facilities on Voting Day.Provide technical support for online voting by resolving basic requests and escalating requests to the online voting system vendor for resolution, as required.Other duties as assigned.Qualifications, CompetenciesEducation: Post-Secondary diploma in Office Administration, Legal Administration or equivalent education.Experience: 3 years previous administrative experience or project coordination experience in a government setting. Experience using databases to retrieve information. Municipal election, or other election event, administration experience an asset.Skills, Abilities, Work DemandsMust have excellent interpersonal and communication skills, both written and verbal.Effective time management skills including the ability to undertake multiple tasks, meet deadlines, address customer service requests and work in a fast paced, high pressure environment with competing priorities.Intermediate level skills using Adobe Acrobat, Microsoft Office (Word, PowerPoint and Excel).Demonstrated tact, diplomacy, and judgement in dealing with the public.Ability to work irregular hours, including evenings, weekends during October, November and the immediate days surrounding voting days.Strong attention to detail and accuracy.Excellent public relations and customer services skills to be able to effectively resolve public inquiries and deal effectively and tactfully with all levels of staff, elected official, candidates.Experience with human resources software, such as Njoyn.Possess and maintain a valid Class “G” Driver’s Licence; andFamiliarity with customer relationship management (CRM) software.Required to obtain and maintain a satisfactory criminal record check.Closing StatementPlease apply to Career Opportunities at: www.cityofkingston.ca/CareersPlease inform us of any accommodations we need to make to ensure a barrier-free recruitment experience. Accommodations are available in accordance with the Ontario Human Rights Code (OHRC) and Accessibility for Ontarians with Disabilities Act (AODA) at any stage in the recruitment process. We’re happy to provide more information if you email us at HRCity@cityofkingston.ca.Your resumé must demonstrate how you meet position requirements. Please upload to your profile any educational Degrees, Diplomas and/or Certificates that are relevant and required for the position. We thank all who apply, however, only those selected for further consideration will be contacted. Information collected will be handled in accordance with the Municipal Freedom of Information and Protection of Privacy Act.Please ensure to check any spam or junk folders for any emails coming from a City of Kingston account.Are you interested in this job? #J-18808-Ljbffr