Manager, Business and Elections Services

Requisition ID: 19656 

 

Company

The City of Vancouver is striving to become the greenest city in the world, and a city powered entirely by renewable energy before 2050. We are proud to be one of Canada's Top 100 Employers, BC's Top Employers, and one of Canada's Greenest Employers.  With employees that have helped Vancouver consistently rank as one of the world's most livable cities, the City values a diverse workforce which represents the vibrant community we so proudly serve.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

 

Main Purpose and Function

The Manager, Business and Election Services is responsible for managing election project planning and implementation, election office operations, election staff, and overseeing the City Clerk’s and Council correspondence and administrative group in the City Clerk’s Office.

 

The Election project is a large-scale, logistically complex project that includes providing high-quality, accessible information and services to over 450,000 registered voters in Vancouver. The Manager will provide leadership, policy and project management expertise to an inter-departmental team to deliver the Election project as required under the Vancouver Charter. This position is responsible for all project planning, delivery and post-election data analysis and wrap up, which typically runs two years prior to Election year and 8 months post-election..

 

The Manager oversees a team of staff who manages and responds to a high volume of City Clerk’s and Council correspondence and support the administration of the City Clerk’s Office. The role also oversees the ongoing work of the Manager, Democratic Engagement, who delivers election and civic engagement programming both during and between elections. The Manager assists with other City Clerk Office process policy development, staff hiring and strategic planning as required.

 

The Manager, Business and Election Services works with significant independence in project management, staff oversight and decision-making.  The judgement, performance and in-depth legislative knowledge of the successful candidate is critical to the successful delivery of the election project and ongoing City Clerk’s Office related work..

 

Reporting to the Director, Business and Election Services, the Manager works closely with City Clerk, Election Advisory Committee members (consisting of the City Manager/Deputy City Manager and senior managers from key City departments), Election project team and office staff, elector organizations, candidates, community groups, the general public, City Clerk’s and Mayor’s Office staff, and other City staff.

 

Specific Duties/Responsibilities

Election years (2 years prior to and 8 months post-election):

  • Conducts data analysis, research and develops policy/program options for the project
  • Identifies legislative requirements and drafts proposed legislative amendments and ensures all legislated requirements are met
  • Identifies program requirements and develops an overall project budget
  • Develops and manages project documentation including a project charter, performance metrics, reporting and approval structures and processes, and a detailed, multi-year project plan in MS Project
  • Identifies risks and develops mitigation strategies
  • Delivers project status reports and other project related material to the Chief Election Officer and Election Advisory Committee (consisting of senior City staff)
  • Organizes and leads meetings with Election Advisory Committee, project team, stakeholders and vendors as needed and manages actions arising from them
  • Oversees the development of new election initiatives and programs
  • Hires and trains direct reports and other Election Office staff as required
  • Oversees the work of six direct reports in the Election Office and their respective portfolios, including, outreach, communication, web, IT, voters list management, voting place management, training and staffing.
  • Oversees staff performance and provides performance evaluations
  • Oversees the day-to-day operations at the election office and responds to any escalations or issues
  • Acts as the Deputy Chief Election Officer
  • Assists the Chief Election Official with candidate nominations, communications material approval, ballot preparation, and media briefings
  • Conducts post-election data analysis and prepares a detailed final report to be provided to Council

 

During both election and non-election years:

  • Manages a team of staff who respond to a high volume of City Clerk’s and Council correspondence and provide administrative support to the City Clerk’s Office
  • Ensures correspondence service level commitments are met and identifies and meets reporting requirements of Council and CLT
  • Manages the Election Outreach Manager and the implementation of democratic engagement and civic education programming
  • Oversees staff performance and provides performance evaluations
  • Conducts ongoing election best practice research
  • Develops and maintains relationships with other local governments in BC and across Canada, Elections BC and non-profits, including spearheading and coordinating joint efforts
  • Attends election conferences and participates in observation programs
  • Coordinates and acts as the staff lead and liaison for citizen led panels or task forces
  • Assists with other City Clerk Office corporate policy development, staff recruitment, hiring and management, and strategic planning as required
  • Other duties/responsibilities as assigned

 

Minimum Qualification Requirements

Education and Experience:

  • Graduate degree in business, public administration or in a related discipline  
  • Minimum five years of proven and progressive major event coordination, project management, budget management, and policy analysis
  • Minimum supervisory experience of three years in a union environment 
  • Experience in election administration (municipal, provincial, or federal)
  • Project Management training/certificate such as a PMP designation would be an asset.

 

Knowledge, Skills and Abilities:

  • Strong leadership and strategic planning skills
  • Ability to manage multiple high-profile priorities at the same time and have experience working in a diverse team environment
  • Ability to communicate clearly and concisely orally and in writing, including the ability to prepare business correspondence, presentations, and reports
  • Demonstrated budget management skills
  • Considerable knowledge of the Vancouver Charter, Election Bylaw and other related legislation
  • Ability to interpret and apply legislation in everyday business operations
  • Excellent data and statistical analysis skills
  • Comprehensive knowledge of MS Office programs, including MS Project and Visio
  • Experience in records management, VanDocs experience is preferred
  • Strong interpersonal skills, including excellent diplomacy in conflict situations
  • Knowledge of City operations, policy, practices and procedures
  • Strong problem solving ability and ability to handle confidential and sensitive matters
  • Excellent organization skills and detailed orientedness   
  • Possesses the ability to prioritize and make independent judgement and take action without supervision
  • A current and valid Class 5 BC Driver’s License or higher and a satisfactory driving record
  • Ability to work evenings, statutory holidays and weekends as required.

 

Business Unit/Department: City Clerks Department

Affiliation: Exempt 

Employment Type: Temporary Full Time 

Position Start Date: September 2020 

 Position End Date: September 2021 

 

Application Close: August 3, 2020
At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. We encourage applicants from diverse backgrounds, including Indigenous applicants, all genders, nationalities and persons with disabilities. The City of Vancouver is always interested in adding high performing team members to its staff.  If you would like to be considered for this exciting and impactful career opportunity, please apply on our careers site.

We thank all applicants for their interest. However, only those selected for an interview will be contacted. Learn more about our commitment to diversity and inclusion.