Job Description

Vaughan is one of Canada's fastest-growing cities. Its emerging downtown, the Vaughan Metropolitan Centre; Canada's first smart hospital, the Cortellucci Vaughan Hospital; and the 900-acre North Maple Regional Park continue to generate momentum and excitement. Be part of something amazing and build your career at the City of Vaughan!
The City is an equal-opportunity employer and a forward-looking municipality that is committed to fostering a dynamic workplace that is diverse, inclusive and welcoming. As an award-winning organization for its employment and diversity and inclusivity practices, the City is focused on providing its employees with a thriving professional environment that leverages flexible work arrangements, a family-focused benefits package emphasizing work-life balance, learning and growth opportunities, and a place where collaboration and teamwork are valued.
Excellence demands brilliant personalities, visionary thinking and a passion for public service. Vaughan is your place to grow.
Position Overview
Reporting to the Manager, Election, Registration and Protocol Services, the Election Coordinator, Logistics is responsible for managing the inventory of election supplies and equipment, and coordinating all voting locations used during the election. The Election Coordinator, Logistics is responsible for maintaining and distributing an adequate supply of equipment and materials to conduct an election. This position will coordinate the inspection and assessment of all planned voting locations and ensure adequate permits and contracts are in place for their use during voting.
Responsibilities
Election Supply Administration

• Conduct inventory verification to confirm existing stock of supplies and materiel and identify depleted stocks that need replenishing prior to the election.
• Order missing and depleted stock to restore inventory ahead of the Advance Vote period.
• Coordinate the packing of supply bags for Advance Vote and Voting Day.
• Develop and implement plan for distributing election supplies and equipment for the election.
• Organize a structured process for receiving supplies at the closing off Voting Day, and ensure all equipment is returned to City Hall.
• Conduct a post-election event stock taking to identify depleted supplies and establish an updated count of all supplies and materiel.

Voting Location Management

• Coordinate the permitting of facilities for voting locations including municipal facilities, school and long-term care homes.
• Coordinate the contracting of privately owned and operated facilities with Real Estate for the purposes of use as voting locations.
• Schedule and oversee the inspection of all voting locations to include accessibility and internet connectivity assessments.
• Develop location-based setup instructions for election workers to follow when establishing their voting locations.
• Prepare voting location information packages to be provided to MDROs, including permits, points of contact, setup instructions, etc.

General Election Duties

• Support the setup and breakdown of election training spaces at City Hall.
• Recommends policies/procedures in their area of responsibility.
• On Voting Day, support Election Central operations as point of contact for logistics and voting place issues resolution.
• Participate in post-election event lessons learned activities.

Other Duties

• Performs other related tasks and projects as assigned, which are in accordance with job responsibilities or necessary department and corporate objectives.
• Responsible for ensuring compliance with the Ontario Health and Safety Act and Regulations and the Corporate Health and Safety policy and related procedures.
• Responsible for ensuring compliance with the Accessibility for Ontarians Disability Act (AODA) and related policy and procedures.

Qualifications and Experience

• Two (2) year College Diploma - Logistics Management or Supply Chain Management or related discipline.
• Minimum of four (4) years of related experience, with election experience considered to be an asset.
• Ability to work independently while receiving general direction regarding responsibilities.
• Highly developed interpersonal, conflict resolution, problem solving with the ability to work collaboratively in a diverse team and fast-paced environment, supported by strong interpersonal, conflict resolution and problem solving.
• Ability to proficiently use office software applications, including word processing, spreadsheets, presentations, email and calendar tools (e.g. Microsoft Office Suite, Word, Excel, Visio, PowerPoint.
• Ability to lift equipment up to 50lbs.
• Valid 'G' driver's license in good standing with access to a reliable vehicle.
• Knowledge of and demonstrated ability in the City's core competencies as well as relevant departmental functional competencies.
• Ability to travel to multiple sites as required.

Working Conditions

• Standard office environment.
• Election storage space, handling boxes of supplies, lifting and moving election equipment up to 50lbs.
• Must have stamina to withstand considerable mental and physical strain during an election event, from working long hours meeting strict deadlines and handling complaints.
• Extended overtime hours on evenings and weekends in the months prior to Voting Day.

We thank all applicants for their interest; however, only those selected for an interview will be contacted. Please be advised, the City of Vaughan uses email to communicate with applicants for open job competitions.
The City of Vaughan is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The City of Vaughan is also committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs.

Skills Required