Clerk V (Special Voting Coordinator)

Requisition ID: 45650 

Organization

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam Indian Band), Sḵwx̱wú7mesh Úxwumixw (Squamish Nation), and səlilwətaɬ (Tsleil-Waututh Nation), Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable and environmentally sustainable cities. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, reconciliation, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and engaging workplace.  Working at the City of Vancouver and within the public service can be a rewarding career where you play a key role in ensuring impartial and equitable access to services, upholding ethical governance, and addressing the needs of citizens with integrity and dedication.

Main Purpose and Function

The Special Voting Coordinator is responsible for coordinating and overseeing special voting opportunities during a municipal election or plebiscite for eligible voters who are unable to vote at regular voting places. This includes managing special voting outreach and implementing mobile voting in care and assisted living facilities, shelters, hospitals, and other predetermined locations that serve underserved populations. The Special Voting Coordinator is also responsible for planning and implementing the Vote at Home program to ensure homebound electors can cast their ballots from their residences.

The Special Voting Coordinator reports to one of the Assistant Election Managers and supervises three office support staff as well as 40-50 mobile voting place team members. Key contacts for the position include the Chief Election Officer, Deputy Chief Election Officers, Election Management Team, election officials, facility administrators and staff at all levels throughout the City.

The Special Voting Coordinator will be required to work evenings and weekends during the Election period.

Specific Duties and Responsibilities

• Undertakes best practice research and analysis, summarizes research findings and makes recommendations regarding establishing new procedures, policies, and frameworks related to special voting and homebound voting processes.
• Reviews current legislation, works with Vancouver Coastal Health Regional Licensing Office to determine which care facilities and hospitals meet the eligibility criteria for special voting opportunities, also, extracts a list of assisted living facilities and registered under the provincial Community Care and Assisted Living Act that meet the eligibility criteria for special voting opportunities.
• Identifies all eligible permanent shelters operating in Vancouver by reaching out to Homeless Services and reviewing the list of emergency shelters from BC Housing and Homelessness Services BC.
• Obtains input from Social Planning and Homelessness Services staff for recommendations for social service facilities visits.
• Determines which facilities will be visited and contacts facility administrators to schedule and coordinate a mobile team to visit.
• Develops and implements strategies for special voting initiatives, in accordance with electoral regulations and guidelines.
• Coordinates with other Election team leads to determine the procedures, timelines, and resources required for special voting opportunities.
• Reviews, updates, develops policies, forms, packages, and instructions for special voting opportunities and homebound voting use, and ensures everything meets legislative requirements.
• Hires, trains, schedules, and manages 40-50 special voting election officials and three office support staff.
• Performs ongoing supervision, coaching and mentoring to 40-50 special voting election officials and three office support staff.
• Designs, develops and revises training material and knowledge management content (e.g., training and procedural manuals, exercises, etc.) for election officials and office support staff.
• Delivers training courses using appropriate instructional methods.
• Works with Communication and Outreach Leads to plan outreach campaigns to raise awareness about special voting opportunities and homebound voting.
• Develops outreach materials and conducts outreach/information sessions with facilities and external organizations.
• Coordinates the distribution of promotional materials and voter guides to mobile voting places prior to their visit .
• Works with Communications and Digital teams to develop digital communications for homebound voting.
• Works with Vote By Mail Coordinator to coordinate and process mail ballots for homebound voting.
• Prepares business correspondence and acts as a liaison for all facility administrators.
• Liaises with Risk Management, OH&S, and Legal to ensure the special voting opportunity programs meet the safety standard for voters and election workers.
• Develops and administers relevant policies and procedures including safety protocols related to homebound voting.
• Responsible for tracking critical project milestones for special voting opportunities.
• Prepares a final report of the portfolio post-election.
• Other duties/responsibilities as assigned.

Qualification
Education and Experience:

• Grade 12 is required, preferably supplemented by courses in business administration and considerable related experience with project management, research, facilitation and leadership, outreach or equivalent of training and related experience or a combination of general administrative and supervisory experience.
• Supervisory experience.
• Election experience is preferred.

Knowledge, Skills and Abilities:

• Thorough knowledge of modern office methods, procedures and appliances to carry out effective management.
• Thorough knowledge of City operations, policy, practices and procedures.
• Thorough knowledge of MS Office programs, including Excel.
• Working knowledge of document management systems, TRIM/VanDocs experience.
• Ability to communicate clearly and concisely, orally and in writing, including the ability to prepare business correspondence and reports.
• Ability to work with the public and provide exceptional customer service.
• A deep commitment to providing compassionate service to the voters, ensuring their well-being and satisfaction.
• Experience in dealing with seniors and marginalized communities.
• Superb interpersonal skills, including excellent diplomacy.
• Ability to manage time sensitive multi-priorities and have well-developed problem solving skills.
• Highly organized and thorough, with an excellent attention to detail.
• Ability to understand and follow oral and written instructions.
• Ability to communicate with others in a warm and helpful manner while simultaneously building credibility and rapport.
• Ability to go beyond the call of duty and work well with different employees across the City.
• Ability to handle confidential and sensitive matters.
• Ability to prioritize and make independent judgment and action.
• Ability to multi-task and work in a busy environment.
• Ability to work independently without supervision.
• Analytical skills and the ability to take initiative and be proactive.

Business Unit/Department: City Clerk's Office (1060) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: April 2026 

Position End Date: November 2026 

Salary Information: Pay Grade GR-022: $41.31 to $48.64 per hour

Application Close: March 8, 2026

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply.  Accommodations will be provided upon request during the selection process. Learn more about our commitment to diversity and inclusion. 

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In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx. 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.