Deputy City Clerk, Election Services

Job Information
Author pmnationtalk
Date March 1, 2017
Type Full Time
Company City of Toronto
Salary $166,857.60 - $196,050.40 - Annual
Location Toronto, ON
Category Admin / Office
Client City of Toronto
Contact Information
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Deputy City Clerk, Election Services

Job ID # 2265719 X
Division City Clerk’s Office
Section Election Services
Work Location CITY HALL, 100 QUEEN ST W
Job Stream Executive
Job Type Permanent, Full-Time
Salary/Rate $166,857.60 – $196,050.40 / Year
Hours of Work (bi-weekly) 70.00
Shift Information Monday – Friday, 35 Hours per Week
Affiliation Non-Union
Number of Positions Open 1
Posting Date 01-Mar-2017
Closing Date 31-Mar-2017

Job Description

Job Summary:

The Deputy City Clerk, Elections Services, is a senior management position in the City Clerk’s Office. Reporting directly to the City Clerk, the Deputy City Clerk, Elections Services, manages a team of professional staff in:

  • Ensuring fairness, impartiality and compliance with election law
  • Promoting voting opportunities and continuing improving the voting experience for all voters
  • Educating voters about the electoral process
  • Communicating with election officials, candidates, media and voters
  • Managing the receipt and disclosure of financial statements from candidates and third party registrants
  • Publishing election results

The successful candidate must be able to demonstrate relentless attention to ethics and democratic principles, exhibit impartiality, maintain confidentiality, possess excellent problem solving, negotiation and communications skills, demonstrate strong judgement on highly sensitive and often controversial issues, and exude energy and stamina to withstand considerable mental and physical strain during an election event, from working long hours, meeting strict deadlines, training staff and handling complaints. Must always be available as required for the holding of a municipal election, by-election or referendum.

Major Responsibilities:

  • Sets the overall strategic direction for the effective delivery of the City’s and School Board’s elections by establishing short-term and long-term goals and objectives that are aligned with the Clerk’s statutory obligations and the strategic planning initiatives of the City.
  • Develops, designs and implements functional policies and programs that make major changes in overall business performance based on long-term needs.
  • Contributes to the continuous improvement of divisional performance through analysis and the development and implementation of sound management practices and procedures, provides program management staff with direction and guidance, processes and tools to increase efficiencies and improve effectiveness of the services provided by this section.
  • Directs, through subordinate management staff, all activities of the section, delegating management responsibility.
  • Leads and motivates a diverse workforce, ensures effective teamwork, provides resolution to controversial labour relations issues, ensures high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
  • Develops, recommends and administers the annual operating and capital budget for Election Services, including the administration of the Elections Reserve Fund, and ensures that its expenditures are controlled and maintained within approved budget limitations.
  • Develops, designs and implements policies and programs that strengthen the City’s electoral processes and are necessary or desirable for conducting an election.
  • Leads, directs and manages key electoral functions including preparing for and conducting elections, by- elections, referendums, plebiscites and recounts and maintaining peace and order in connection with an election.
  • Promotes continuous improvement through the review of current processes and operations; researching of industry practices; development and implementation of new programs, services and policies to address emerging needs and legislated initiatives and to improve the efficiency and effectiveness of Election Service’s operation.
  • Provides leadership in the design and implementation of electoral models, systems, and legislative changes.
  • Researches and reviews emerging technologies and trends to address future election requirements and implications.
  • Determines and implements systems, technology and equipment to support the delivery of efficient and effective elections.
  • Manages sensitive and controversial matters with a very high degree of organizational, financial and service impacts.
  • Provides professional and strategic advice, often on complex and contentious matters, to the City Clerk and City Manager including innovative solutions for key issues and strategies.
  • Responds to political, legal, judicial and intergovernmental events affecting the City’s electoral processes and devises strategies to protect and enhance them.
  • Provides written or oral evidence to courts or tribunals with respect to election related challenges.
  • Directs the management of candidates’ and third party registrants’ financial filing and disclosure program and administers the City’s compliance audit program and the contribution rebate program in accordance with Council approved by-laws.
  • Directs the development and implementation of a civic engagement and education program to raise awareness of the City’s democratic processes among Toronto’s diverse communities and to ensure eligible electors and candidates understand their rights and responsibilities to participate in the City’s municipal and school board elections.
  • Ensures and champions the openness and transparency of the City’s democratic processes by making processes and documents accessible to all.
  • Directs the preparation of reports to Committee and Council, makes presentations, defends policy directions and answers questions at standing committees and Council.
  • Provides leadership and establishes partnerships with clients, external stakeholders, and members of Council, public, unions etc. to address and resolve conflicting demands and issues from various stakeholders. Fosters effective partnerships while balancing corporate interests.
  • Serves as a member of the senior management team and contributes to the strategic direction of the City Clerk’s Office.
  • Evaluates the performance of the section on an ongoing basis, ensuring work plan objectives and goals are met and directs appropriate corrective action.
  • Sits on executive level committees as the City Clerk’s representative.
  • Manages media relations and represents the City in the media and other public forums in relation to Elections.
  • Coordinates with the Deputy City Clerks to ensure integrated democratic services are provided to the people of Toronto.
  • Provides leadership and ensures that all staff in the Section have a thorough understanding of the vision, mission and strategic directions of the City Clerk’s Office and its services.
  • Guides all staff in the section on understanding the role of the City Clerk under the Municipal Elections Act,
  • 1996 and the fundamentals of delivering a municipal election. Leads participation in the delivery of the municipal election.
  • Champions staff understanding of Council’s decision making role and the use of the Toronto Meeting Management Information System to access Council legislative process.
  • Leads the development of an information management plan for the Section, incorporating the principles of Open
  • Government by Design and Privacy by Design in all operations and initiatives in the Section
  • Provides leadership to staff in the section in the unique qualities and responsibilities for working in a political environment with Elected Officials.
  • Ensures compliance with applicable Union Collective Agreements, Occupational Health and Safety Act and
  • Regulations and all other relative legislation to protect the safety of our employees and our communities.
  • Ensures compliance with the Human Rights Code.
  • Leads the development and implementation of customer service standards, fiscal management strategies, and effective operational plans to ensure the delivery of quality service to efficiently and effectively meet customer service needs and requirements and achieve Division mission and goals.
  • Seeks out and develops opportunities to provide election services and expertise to other municipalities, jurisdictions and associations. Designs customized election service programs, develops proposals for external clients, negotiates contracts and executes contract services.
  • Provides overall direction and leadership to a comprehensive gaming services program, which issues licenses for lottery schemes conducted by charitable and gaming organizations, including bingos, raffles, break-open tickets and social gaming events.
  • Ensures integrity and compliance with legislation in all business processes, programs and services.
  • Acts as City Clerk in his or her absence.
  • Ensures divisional compliance with the Ontario Occupational Health and Safety Act (OHSA) and corporate policies and procedures.
  • The above reflects the general details considered necessary to perform the principle functions and shall not be construed as a detailed description of all the work requirements inherent in the job.

Key Qualifications:

  • An experienced senior manager with proven professional success in managing and conducting complex administrative operations.
  • Thorough knowledge of statutory requirements to conduct municipal elections.
  • High degree of attention to detail, including the ability to accurately interpret, administer and explain complex statutes and regulations.
  • Demonstrated leadership in advancing technologies, modernizing and integrating business practices in complex applications, systems and operations.
  • Proven ability to ensure fairness, impartiality and compliance with legislation, including the Municipal Elections Act, the City of Toronto Act, the Education Act, etc.
  • Strong working knowledge of elections and elections policies and procedures.
  • Broad understanding of government and the independent role of the City Clerk in managing municipal elections.
  • Ability to make fair and effective decisions in a fast paced and high profile public environment.
  • A proven track record of dealing with candidates and other stakeholders with a high degree of integrity, sensitivity, trustworthiness and fairness.
  • Must be non-partisan and politically neutral with no affiliation to any political parties or interest groups.
  • Highly developed dispute resolution skills and ability to solve complex problems under difficult and demanding circumstances, including issues involving candidates, citizens and interest groups.
  • Excellent interpersonal skills and proven effectiveness in working with diverse stakeholder communities including other governments, candidates, electors, the public and community organizations.
  • Strong senior management experience related to elections administration, strategic and business planning and change management.
  • Extensive experience as a senior leader evidenced by past successful performance, leading and motivating a large diverse team.
  • Ability to develop effective relationships both internally and externally, especially with Council, City staff at all levels, other levels of government, external organizations and the public.
  • Ability to lead change within a complex environment; balance diverse stakeholder and public needs and build effective relations with community groups, elected officials, other senior managers.
  • Experience making critical decisions and developing broad scale, longer term objectives and business strategies.
  • Ability to create and communicate a vision, engage and mobilize others in its achievement.
  • Excellent verbal and written communication skills with demonstrated political and media savvy. Highly skilled at preparing reports and delivering high impact presentations.
  • Thorough knowledge of the Occupational Health and Safety Act including knowledge of management responsibilities for health and safety compliance under the legislation.
  • Thorough understanding of the requirements of the Accessibility for Ontarians with Disabilities Act.
  • Exceptional project management skills with a strong acumen for managing all details in the context of large, complex and multi-dimensional plans.
  • Post-secondary education with a master’s degree or professional designation preferred.

Please note that all applicants are encouraged to provide a valid email address for communication purposes. Applicants may receive written correspondence regarding this job posting directly to the email address provided on their resume or to the one used to set-up their Candidate Profile if applying on TalentFlow. As an applicant, it is your responsibility to ensure that you check your email regularly.

The City of Toronto is committed to fostering a positive and progressive workforce that is representative of the citizens we serve. We will provide equitable treatment and accommodation to ensure barrier-free employment.  In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act and the City of Toronto’s Accommodation Policy, a request for accommodation will be accepted as part of the City’s hiring process.

If you are invited to participate in an assessment process, kindly provide your accommodation needs in advance. Please be advised that you may be requested to provide medical/other documentation to Human Resources to ensure that appropriate accommodation is provided to you throughout the hiring process.

If you are an individual with a disability and you need assistance or an accommodation during the application process, please email us at, quoting the job ID # and the job classification title.


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