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.