Summary:
The Office Coordinator (OC) works in the Returning Office and oversees the financial, administrative and technical aspects of the office’s accounting, payroll and IT functions. OC’s act as a liaison between Corporate Services at ESK Head Office and the returning office.
Responsibilities:
- Assist in setting up and closing the returning office
- Help set up computer equipment and other office technology
- Perform basic troubleshooting for IT-related questions from RO office staff
- Provide training and support to other office workers as required
- Ensuring that all financial policies and procedures are followed
- Assist with recruitment of election workers to ensure all voting location positions are filled before voting begins
- Ensure election workers provide all required payroll information either by direct entry through the worker portal or by providing paper payroll packages
- Enter timesheets for returning office staff and election workers into an internet-based election management system
- Ensure invoices for credit card transactions are received and scanned to ESK Head Office
- Assist in scheduling and overseeing other administrative support staff as required
- Enter poll results on election night into an internet-based election management system
Specific Skills:
- Familiar with computer systems and related technologies, including:
- Proficiency working in Microsoft Windows
- Proficiency with Microsoft Office (Word, Excel, Outlook, etc.)
- Aptitude working with Internet-based software and applications
- Comfortable with use of technology such as printers, smartphones, and WI-FI networks
- Ability to meet tight deadlines
- Strong organizational skills and attention to detail
- Basic managerial skills and ability to appropriately delegate tasks
- Effective time management as each activity has a set deadline for completion
- Previous payroll and/or accounting experience is an asset
Availability and Rate:
Dates and times where Office Coordinators are required to work depend on when the election is called, but flexible time commitments in the three months around the election will be required including the ability to work evenings and weekends when required.
- Pre-Election Period:
- Available to attend 3 days of training provided by Elections Saskatchewan during the weeks of September 3-13
- Available beginning of September to assist in receiving and setting up equipment for returning office
- More dates as required by Returning Officer
- Election Period (at a minimum):
- for opening of returning office
- for hiring election workers
- for payroll entry and follow up processing
- during voting
- for election day results entry
- for election payroll entry and follow up questions
- Post-Election Period:
- Final processing and finishing workshifts as required by Returning Officer
Depending on the needs of the constituency, the position will require a commitment of approximately 120 to 175 hours beginning the month before the election is announced, going to the month after the by-election takes place.
The hourly rate for this position is $23.50.
Adherence to Organizational Values
Elections Saskatchewan knows that election management impacts everyone in the province and that it plays an integral role in ensuring the integrity of democratic processes within the province. It is the responsibility of Elections Saskatchewan, and everyone who works at Elections Saskatchewan, to contribute to this larger vision through their work and their actions, both personal and professional. Elections Saskatchewan, and everyone who works at Elections Saskatchewan, must espouse the following values:
- Integrity – We administer election that are reliable, secure, transparent, and accessible.
- Innovation – We improve and modernize the election system while maintaining the trust of our stakeholders.
- Impartiality – We are objective and treat stakeholders equitably and fairly.
- Service – We excel in how we serve stakeholders and colleagues in support of our mission.
- Dedication – We proudly and professionally administer electoral activities that support our democracy
Adherence to Policy
Elections Saskatchewan, and everyone who works at Elections Saskatchewan, must adhere to the policies, procedures, and guidelines of Elections Saskatchewan, as well as relevant legislation, public health orders, or any other applicable employment related guidelines.