Election Secretary

Nature of the position

The Election clerk is the right-hand man of the returning officer. This person receives instructions from the returning officer.

The Election secretary replaces the returning officer and acts on his or her behalf.

The Election Secretary organizes and plans all aspects of the election (as directed by the Returning Officer).

Work schedule

Variable and atypical
Day, evening and weekend shifts, as required by a municipal general election
Duration of employment : temporary
Duties and Responsibilities

Assist the Returning Officer in the management of the 2025 municipal election, including the creation, updating and supervision of an election calendar
Prepare mail-in voting and ensure good governance of the process
Preparation of candidate nominations (declarations), information sessions and follow-up documents
Rental of polling station facilities and preparation of polling stations, including staff recruitment (advanced, mobile, board of revisors)
Electoral lists and revisions - planning and implementation of mailing strategy
Preparation and execution of voter information cards
Execution of the list of non-domiciled residents for the electoral list
Preparation of public notices with the assistance of the Associate
Negotiation of contracts for electoral lists
Recruitment, training and supervision of election staff and replacement staff for all polling stations (board of revisors, advanced, mobile and mailing voting)
Liaison with MAMH, DGEQ, supplier and other parties involved in the elections
Use of and training on DGEQ software, website, election documents and forms, and training tools (including election forms and election calendar).
Data entry on DGEQ website, etc.
Development and implementation of a bilingual communications strategy using social media, the city's website or a site dedicated to elections, paper versions, scripts for the telephone, press releases, etc.
Procurement of election equipment, supplies and materials
Supervision and validation of results (ballot counting if necessary)
Reports and reporting functions
Closing of elections and proper filing and archiving of all documents.
All other tasks related to the 2025 municipal elections.
Assist treasurer in tracking information
Skills, Knowledge and Expertise

DEC degree
Bilingual written, read, and communication in French and English
Experience in managing and organizing a general election
Ability to adapt to expected or unexpected changes
The ability to achieve or adjust goals and behaviours when expected or unexpected changes occur
The ability to contribute to and support others in achieving a common goal.
The ability to receive, understand, consider, and share information and ideas through speaking, listening, and interacting with others.
The ability to use technology and digital tools to find, manage, apply, create, and share information and content.
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Note
The masculine gender is used indiscriminately and for the sole purpose of lightening the text. The City of Côte Saint-Luc thanks you for your interest. However, priority will be given to candidates who best meet the overall requirements for the position.
Equal Employment Opportunity
The City of Côte Saint-Luc has an Equal Employment Opportunity Program and as such, we are committed to supporting inclusive diversity practices. We welcome applications from women, visible and ethnic minorities, Indigenous peoples, and persons with disabilities. Please advise us of any disabilities that would require special accommodations should you be invited to an assessment process. Please be assured that we will treat this information as confidential.
Note
Please note that the City is a recognized organization under the Charter of the French Language and can use both the official language and another language.
Application Procedure
We thank all applicants for their interest. However, we will only contact those under consideration. Thank you.
 

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