The Election Clerk (EC) position is an integral part of the Field Leadership Team (FLT) under the Operations Service Line and reports to, and works closely with, the constituency Returning Officer (RO). Together, the RO and EC serve as the team of legislated election officials within a constituency and are responsible for the administration, conduct, and reporting of electoral events (general elections, by-elections, referendums and plebiscites). The EC will consistently demonstrate the values of Elections Saskatchewan (ESK) in carrying out the responsibilities of this position. It is important to note that if the RO is absent or is unable or unwilling to perform his or her responsibilities or if the RO position is vacant, the EC performs the responsibilities of the RO.
EC responsibilities relate primarily to the management of electoral processes and people while conducting the electoral event within their constituency. Under the guidance of senior management, they will work with the RO to:
• administer the event,
• manage, recruit, and train office and election workers;
• liaise with candidates, candidate representatives and members of the public.
Election Clerks are responsible for assisting in managing assigned priorities to strict timelines. Specific duties include:
Office Management and Administration
- Assist with establishing a returning office through the selection, leasing, and setting up of an office.
- Assist with the day-to-day operations of the returning office.
- Provide Elections Saskatchewan and the appropriate Supervisory Returning Officer (SRO) with periodic reports as directed by Operation management.
- Participate in orientation, training sessions, workshops, and information sessions provided by Elections Saskatchewan.
- Assist the RO in finding conveniently located and accessible venues (Voting locations) to facilitate voting on Election Day and at Advance Polls.
- Ensure that systems are in place within the returning office to respond to inquiries accurately and efficiently from the public, voters, and candidates.
- Keep senior management and SROs informed of all problems, situations, and concerns that require immediate attention involving candidates, political parties, the media, and matters of safety.
- Understands the needs of voters with disabilities and ensures the availability of alternative voting options as directed by legislation.
- Implement security measures as required for the protection of information, assets, staff, and the public at the returning office and polling locations.
- Be responsible for the receipt, verification, assembly, distribution, and retrieval of electoral materials.
Project and Process Management
- Assist in the execution of all plans and preparation for electoral events held within the constituency.
- Responsible for understanding and complying with the election legislation, regulations, process detail, and the prescriptive legal requirements for administering the election processes.
- Manage assigned priorities to strict timelines.
- Work as a team member through effective completion of work assignments and delegation of work to other office personnel.
- Following direction from Elections Saskatchewan, assist in organizing and overseeing voting opportunities.
Communications and Public Relations
- Appropriately and impartially communicate election information to voters, the public, candidates, political parties, the SRO, and Elections Saskatchewan Head Office.
- Assist in handling all public concerns and voter inquiries in a sensitive and professional manner. Redirect concerns and inquiries to RO when required.
- Write clear and concise e-mails, incident reports and other documents.
- Assist in managing returning office/constituency expenditures in accordance with ESK policies.
- Understand and assist in accounting for constituency spending on personnel, office, polling locations, furniture, and supplies.
- Assist in hiring supervising, directing, and motivating returning office personnel. Establish a productive team work environment with a strong service orientation.
- Be directly involved with the hire, train (or arrange for training), direct and motivate up to 200 election workers in accordance with The Election Act, 1996 and as required by ESK Head Office.
- In conjunction with the RO, assign responsibilities to office workers ensuring appropriate work quality and timeliness. Hold people accountable to ESK values.
- Assist in planning and organization of training sessions for election workers to learn the relevant election processes.
- Use Saskatchewan’s election management system to organize, manage and report on election activities.
- Be proficient in the use of Microsoft Office (Word, PowerPoint, Excel) and Outlook to perform office administration and communication functions.
- Be comfortable using electronic communication methods (conference calls, email, internet, Teams/facetime) to communicate with Head Office, management, and fellow returning officers.
- Recommend process improvements to increase the efficiency of returning office operations and electoral event procedures.
- Participates in the implementation of changes in processes and/or procedures.
- Participate in election event debriefing.
- Attend a judicial recount if applicable.