Records & Elections Coordinator

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Posted February 12, 2025
Last updated February 12, 2025

Job Type: Permanent Full Time

Salary Range: $71,344 – $84,919

Posting Closes: February 26, 2025, 4:30pm

Primary Duties and Accountabilities include, but are not limited to:
Records Management

  • Effective management of the Corporate Records program; support transparency of actions and ensure regulatory compliance.
  • Support records management, including retention, destruction, and inventory in accordance with the Municipal Act, 2001.
  • Research records management techniques and best practices and make recommendations to the City’s Record Retention By-law.
  • Maintain and update the City’s Corporate Policy Manual.
  • Process Freedom of Information (FOI) requests in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
  • Liaise with the requestor to ensure sufficient detail to facilitate a records search.
  • Prepare and circulate notice to appropriate internal divisions to ensure a thorough records search.
  • Review records to determine which are responsive and ensure information released is in accordance with legislation; e.g. redacting personal information, reviewing applicable exemptions, seeking third-party consent, etc.
  • Act as a resource to City departments on the interpretation of MFIPPA and related issues regarding corporate records.
  • Recommend appropriate fee amounts in accordance with MFIPPA.
  • Conduct training sessions.
  • Maintain and track required FOI statistics for annual reporting to the Information and Privacy Commissioner of Ontario (IPC).

Election Coordination

  • Assist with the administration and organization of municipal elections in the City of Sault Ste. Marie, in compliance with the Municipal Elections Act (MEA).
  • Develop and manage a project plan to ensure the successful administration of municipal elections.
  • Research best practices in elections, amendments to legislation, regulations, and policy, and provide recommendations.
  • Provide input into preparation of the election budget.
  • Liaise and consult with Provincial and Municipal partners, as required.
  • Work with the City’s communications team to establish an election communications plan.
  • Prepare and update election materials.
  • Recruit and train election personnel, including the preparation of training materials.
  • Arrange for voting locations, including accessibility audits.
  • Oversee the Voters List, including revisions to the list, voter registration, etc.
  • Oversee candidate nominations and third-party advertiser registration.
  • Inventory and order all required election supplies.
  • Organization, preparation and distribution of all supplies and equipment.
  • Complete post-election activities.

General

  • Monitor and review legislation and legal requirements, recommend changes to achieve compliance.
  • Maintain a thorough working knowledge of the City’s health and safety policies and procedures.
  • Perform other related duties as required.

Qualifications:

  • University Degree in a related field (e.g. Political Science, Public Administration, Business, etc.)
    OR
  • College Diploma in a related field; (e.g. Business, Legal, etc.) with five years experience in a municipal setting, may be considered.
  • Three years of related work experience, preferably in a municipal setting.
  • Proficient use of Microsoft Office, including experience in Excel, Word, PowerPoint and Outlook.
  • AMCTO Municipal Administration Program Certification is preferred.
  • Knowledge and understanding of relevant laws, legislation and regulations, e.g. Municipal Act 2001; Municipal Freedom of Information and Protection of Privacy Act; Municipal Elections Act; Accessibility for Ontarians with Disabilities Act, etc.
  • Demonstrated previous elections coordination experience, preferred.
  • Ability to collect, analyze, interpret, and summarize information and data from various sources.
  • Ability to function well under pressure, meeting multiple and sometimes conflicting deadlines.
  • Demonstrated political and organizational acuity, including relationships between staff, media, the public, elected officials, and candidates for elected office.
  • Well-developed public relations techniques and communicate effectively and tactfully with Council, staff, and the public.
  • High level of competency in interpersonal relations and communication with strong customer service.
  • Ability to handle confidential, discreet, and sensitive information.
  • Organize time and tasks successfully in a fast-paced, often stressful, environment.
  • Strong decision-making and problem-solving skills.

To apply for this exciting opportunity, please provide a cover letter and resume highlighting your qualifications to:

Email human.resources@cityssm.on.ca
Subject line 023-029-2025 Records & Elections Coordinator

❖ The Corporation of the City of Sault Ste. Marie is an inclusive employer. Accommodation is available in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005.

❖ In accordance with the Municipal Freedom of Information & Protection of Privacy Act, all information is collected under the authority of the Municipal Act, 2001, and will only be used during the selection process for the subject posting.