Legislative Specialist – Elections, Policy & Project Management

Legislative Specialist – Elections, Policy & Project Management

Who We Are

In Whitby, we are dedicated to our work, our community, and each other. We work hard, we have fun, and we celebrate our successes.

The Town of Whitby is a community in transformation that is located in the heart of Durham Region in the eastern Greater Toronto Area. Whitby is the second-largest municipality in the region and one of the fastest-growing communities in Canada. Located on Lake Ontario and only an hour east of Toronto, the population of Whitby is expected to grow from 140,000 to more than 200,000 by 2031. Whitby’s Official Plan has been updated to establish new directions for Whitby’s planned growth and development; the protection of our natural and built environments; urban design intensification; sustainability; community improvement; and, new employment within this time frame.

The Town of Whitby combines a small town atmosphere with the sophistication and amenities of a larger urban centre. Whitby boasts two beautiful heritage downtowns, one of the finest recreational harbours with an award-winning marina, year round sports and recreation activities, parks, trails, and a robust arts and culture scene, all of which are part of the extraordinary amenities that Whitby residents enjoy every day.

Whitby has an exciting and aspiring future, with a community that is welcoming, growing and transforming. On our team, you can expect to make a difference through your work and have a direct impact on shaping our growing community. Creating an inclusive environment where employees experience job satisfaction and have rewarding careers is important to us. We live our values and foster a culture of collaboration, accountability, respect and engagement where people enjoy coming to work.

We want to be the preferred employer for the most talented people who care about the Town of Whitby, and are excited and proud to serve our vibrant community.

Let’s grow together.

What You Will Get To Do

The successful candidate will have a positive impact on our corporate culture by demonstrating the Town’s CARE core values (Collaborative, Accountable, Respectful, Engaged) through daily interactions with individuals at all levels of the organization, external contacts and elected officials.

By effectively building positive rapport and relationships both internally and externally, the successful candidate will help us achieve our mission that together we deliver services that make a difference in our community.

Reporting to the Sr. Manager, Legislative Services and Deputy Clerk, the Legislative Specialist serves as a key resource within the Office of the Town Clerk for elections, policy, and project management. This position also provides support to the Division’s Council secretariat functions and the records management and privacy program.

The Legislative Specialist’s primary duties include, but are not limited to:

• Lead and assist with key election projects, including but not limited to, project management and progress tracking, voting locations and accessibility planning, election policies and procedures development, election worker recruitment and training, candidate and voter outreach, election supplies organization, distribution and voting day logistics, as well as results and election data reporting.
• For elections, determine and implement systems, technology and equipment to support the delivery of efficient, effective elections.
• Establish effective partnerships with other departments to coordinate election priorities, strategic plans and standards, and ensure they’re appropriately aligned and integrated with information technology strategies, standards and architecture.
• Serve as a resource to departments by advising stakeholders on legislative requirements, policies and procedures related to corporate activities.
• Maintain and revise the Town’s Corporate Policy Manual in addition to developing corporate policies, procedures and by-laws as directed by the Town Clerk.
• Manage the Town’s accountability and transparency framework, including coordination and contract management with the Town’s Integrity Commissioner, Municipal Ombudsman, and Closed Meeting Investigator.
• Conduct research, interpreting and analyzing complex information in order to provide recommendations.
• Coordinate formal complaints with impacted parties, and the Ombudsman in accordance with the Town’s Public Complaint Policy and Procedure.
• Conduct pre-meetings and wedding ceremonies on behalf of the Office of the Town Clerk, and be responsible for reviewing relevant legislation and ensuring that ceremonies are conducted in compliance with provincial and municipal procedures and legislation.
• Responsible for fulfilling the duties under the Marriage Act and as a Deputy Registrar under the Vital Statistics Act as it pertains to conducting wedding ceremonies and issuing marriage licences.

Who You Are

Our team is looking for an enthusiastic, solutions-oriented team player that takes initiative and thrives on a high performing team. You are self-motivated, self-starting and utilize a proactive approach to work. Your excellent communication and interpersonal skills coupled with your experience promoting and maintaining positive relations enables you to skillfully build, establish and maintain positive working relationships within the workplace.

You are a strategic thinker who is excellent at prioritization and a problem solver with good attention to detail. Using your extensive knowledge and experience in the field allows you to navigate through complex problems and recommend innovative solutions. You have the ability to demonstrate tact, diplomacy and sound discretion when working with a broad range of partners.

What You Bring To Our Team

As the successful applicant, you must possess:

• A Bachelor’s Degree, preferably in Public Administration or a related discipline.
• Two (2) years’ experience in governance, legislative services or project management OR a combination of post-secondary education and relevant experience.
• Previous experience in planning and administering elections would be considered an asset.
• Knowledge of relevant legislation including the Municipal Elections Act, Municipal Act, Municipal Freedom of Information Protection of Privacy Act, Planning Act, etc.
• Knowledge of Parliamentary Procedures and the Procedure By-law for work related to management of Council Secretariat and Committees administration (Advisory Committees, Local Boards, and Quasi-Judicial Committees).
• Project management and/or Lean Six Sigma designation and related experience in is considered an asset.
• Advanced user of Microsoft Office programs with the ability to provide advice or guidance to staff across the Corporation.
• Knowledge of accessible document preparation.
• Advanced user of technical business systems including meeting management software, records management software and other applications and tools that support work in the Office of the Town Clerk, including the ability to train staff across the Corporation.

What We Offer You

• Salary: $89,040 - $104,752 per annum (Band G)
• A comprehensive benefits and pension program to ensure that your total compensation package addresses both your work and life needs.
• A hybrid work environment and flexible work arrangements where employees are empowered to do their best work in the way that works for them. This is designated as a Frontline Hybrid role. Frontline Hybrid recognizes that up to 40% of job functions associated with the role can be done virtually, from a remote office. Further details on these programs will be discussed through the selection process.

We are an Equal Opportunity Employer

At the Town of Whitby, our values guide everything that we do. We celebrate our differences, which is why we are committed to building an inclusive and barrier-free environment for our team. If you need a specific accommodation during the recruitment process, please let us know, and we will be happy to provide. Any information received relating to accommodation will be addressed confidentially.

Acknowledgement will only be forwarded to those applicants who are invited for an interview.

Personal information provided is collected under the authority of The Municipal Act, 2001 and the Municipal Freedom of Information and Protection of Privacy Act.

Union Affiliation: No Affiliation

Hours: Monday through Friday, 8:30 a.m. to 4:30 p.m. (thirty-five hours per week), with additional evenings to attend Council/Standing Committee/Statutory Public Meetings when required and additional time to support elections as required.