Project Manager (Election)
Job Status: Temporary Full-Time
Pay & Grade: $74,334 to $92,918 Annually Grade: 8
Hours of Work:35 Hours per week
Initial location: Kitchener City Hall
Posting period:June 3, 2025 to June 17, 2025(at 6:00pm)
Overview
The Elections Project Manager provides expertise for the development of all election related initiatives and activities for the City of Kitchener. Reporting to the City Clerk, the position is responsible for strategy development, logistical forecasting, planning and preparations for the 2026 Municipal and School Board elections and by-elections, and coordination of all municipal election related activities in collaboration with the City Clerk. The Elections Project Manager will monitor, research, and inform on best practices in elections, including amendments to legislation, regulations, and policy, and will provide advice and recommendations to management that ensures the municipality’s compliance with the legislated requirements of the Municipal Elections Act (MEA), Municipal Act (MA) and all other relevant legislation.
Pease note that this position will be from August 5, 2025, till February 5, 2027.
Responsibilities
Leads the internal Election Steering Working Group to ensure appropriate assignment of tasks, equitable distribution of workload to meet timelines and requirements of applicable legislation and objectives implemented with accessibility and inclusion initiatives in mind.
Participates in strategic planning for municipal elections including developing and implementing a project charter, and project plan for the 2026 municipal election including identifying and consulting with relevant stakeholders, creating a schedule, identifying milestones and dependencies, and conducting risk assessments. Review all applicable legislation and recommend changes to current City of Kitchener policies, practices, and procedures to ensure full compliance.
Manages and coordinates all logistical project components required to implement the municipal election strategy, including the implementation of voting methods and technology, staffing strategy and staff development, approach to outreach and engagement, and logistics.
Research and writes reports, creates correspondence, and compiles and assesses statistics for various aspects of the election including the nomination process, election worker recruitment practices and training material.
Assist with the recruitment and training of election officials.
Creates a knowledge management system and manages a library of elections materials, including reports, policies and procedures, memos, policy papers, briefing notes and associated materials.
Oversees the creation and coordination of voting subdivisions, polls and locations for Advance Vote Dates and Election Day, communications with candidates and electors including candidate information packages, election website, social media, and other content.
Participates in the procurement and organization of all election-related equipment and supplies as well as arrange for equipment testing and coordinate distribution for Advance Vote Dates and Election Day.
Liaises, consults and manages relations with vendors, provincial and municipal partners, and various stakeholders, (e.g., candidates, school boards, long term care facilities) to ensure coordination of election tasks.
Develops continuity plans for Advanced Vote Days and Election Day, and plan and organize Advance Poll/Election Day activities including the return of ballots, equipment and supplies.
Coordinates Kitchener’s involvement in the Region of Waterloo Joint Municipal Election Compliance Audit Committee (MECAC).
Manages all post-Election Day activities including certification of results, notifications as required, candidate financial statements, etc.
Assist with the inauguration of the 2026-2030 municipal council.
Performs other related duties as assigned.
Requirements
3-year degree or diploma in political science, public administration, municipal administration or a similar related field
2 years recent related experience (e.g., project management, municipal elections)
Experienced knowledge of the Municipal Elections Act, Municipal Act, Accessibility for Ontarians with Disabilities Act, and Education Act as well as all applicable regulations.
Proven ability to research, read, interpret and apply legislation as appropriate.
Demonstrated professional experience with municipal elections, preferably in Ontario, including knowledge of election recruitment practices and training delivery.
Highly developed project management skills with a high degree of attention to detail.
Demonstrated experience preparing and presenting briefing materials, and excellent report writing skills.
Strong organizational, time management, and planning skills.
Ability to prioritize and work under pressure to meet deadlines.
Strong analytical, critical thinking and problem-solving skills.
Demonstrated interpersonal and communication skills to tactfully and diplomatically liaise with City staff at all levels, provincial and municipal stakeholders, vendors, diverse interest groups, candidates, and the public.
Demonstrated ability to maintain a high standard of professionalism, transparency, sound judgment, diplomacy and confidentiality.
Ability to work independently with minimal supervision as well as part of a team.
Ability to perform successfully under pressure while managing competing priorities in a fast-paced and high-pressured environment.
Ability to work overtime as needed to meet deadlines.
Proficient with Microsoft Office 365 applications (e.g., Word, Excel, PowerPoint, Outlook, Teams).
Experience with election management software.
Reliable with a good attitude and employment record.
Department/Division:Corporate Services, Legislated Services
Group: CUPE 791
Competition Number: 2025-190
Job Code: 1287
Number of positions: 1
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