Summary
The Returning Officer position is an integral part of the Field Leadership Team under the Operations Service Line and reports to the Director of Operations. The Returning Officer (RO) serves as the legislated election official within the constituency responsible for the administration, conduct and reporting of electoral events (general elections, by-elections, referendums and plebiscites). The RO will consistently demonstrate the values of Elections Saskatchewan in carrying out the responsibilities of this position.
Responsibilities
RO responsibilities relate primarily to the management of electoral processes and people while administering the electoral event within their constituency. The RO will recruit, train and manage office and election workers; and liaise with candidates, candidate representatives and members of the public. Returning Officers are responsible for managing assigned priorities to strict timelines. Specific duties include:
Office Management and Administration
- Establish and maintain Office Operations: Lease and set up a returning office, ensuring it is fully operational and meets all necessary requirements.
- Oversee Daily Operations: Manage the day-to-day activities of the returning office, ensuring smooth and efficient operations.
- Reporting: Provide periodic reports to Elections Saskatchewan and the appropriate Supervisory Returning Officer (SRO) as required.
- Engage in Training and Development: Participate in orientation, training sessions, workshops, and information sessions provided by Elections Saskatchewan.
- Identify and Secure Voting Locations: Find conveniently located and accessible venues for in-person voting.
- Process Nominations: Handle the processing of candidate nomination papers.
- Ensure Effective Communication: Implement systems within the returning office to accurately and efficiently respond to inquiries from the public, voters, and candidates.
- Maintain Communication with Senior Management: Keep senior management and SROs informed of any issues, situations, or concerns that require immediate attention, including those involving candidates, political parties, the media, and matters of safety.
Project and Process Management
- Execute all plans and preparation for electoral events held within the constituency.
- Accountable for ensuring that all election processes and legal requirements for administering the election processes are followed.
- Under the direction of Elections Saskatchewan Head Office, organize and oversee in person and special voting opportunities.
- Comply with election legislation and regulations.
Communications and Public Relations
- Appropriately and impartially communicate election information to voters, the public, candidates, political parties, the SRO and Elections Saskatchewan Head Office.
- Handle all public concerns and voter inquiries in a sensitive and professional manner. Redirect concerns and enquiries to appropriate head office positions when they fall outside RO areas of responsibilities.
- Write clear and concise e-mails, incident reports and other documents to be sent to Elections Saskatchewan Head Office.
Financial Management
- Manage returning office/constituency expenditures in accordance with Elections Saskatchewan’s policies.
- Account for constituency spending on personnel, office, polling locations, furniture and supplies.
People Management
- Hire, supervise, direct and motivate returning office personnel. Establish a productive work environment with a strong service orientation.
- Hire, train (or arrange for training) and direct election workers in accordance with The Election Act, 1996 and as required by Elections Saskatchewan Head Office.
- Assign responsibilities to the Election Clerk (EC) and other office workers ensuring appropriate work quality and timeliness.
- Hold people accountable to Elections Saskatchewan’s values.
- Plan and organize training sessions for election workers to learn the relevant election processes.
Computer/Technology
- Use Elections Saskatchewan’s Election Management System (SEMS) to organize, manage and report on elections activities.
- Be proficient in the use of Microsoft Office to perform office administration and communication functions.
- Be comfortable using a variety of communication methods (conference calls, email, video chat/meetings) to communicate with Head Office, management and fellow returning officers.
Other
- Recommend process improvements to increase the efficiency of returning office operations and electoral event procedures.
- Leads the implementation of changes in processes and/or procedures in a professional, respectful manner using change management techniques.
- Participate in election event debriefing.
- 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.
- Attend a judicial recount if applicable.
Physical Demands
The returning officer position is generally not physically demanding but will require an individual with:
- Stamina: You will be required to work long hours during the election period.
- Ability to focus: You will be required to perform tasks that require a high level of accuracy and attention to detail, often when already fatigued.
- Ability to remain calm under pressure: You will be required to resolve issues quickly and in the midst of many other competing priorities.
Availability
Availability requirements for returning officers will vary over the course of the four-year cycle.
Outside of an election period, the role is part time with intermittent work assignments and significant flexibility.
In the year of a general election, returning officers will be required to be available to attend in person training sessions and to complete pre-writ tasks for their assigned constituency. It is anticipated that this work will begin six months before the writ is issued but can be performed with a relatively high level of flexibility.
During the election period, the returning officer must be available every day for the duration of the election period. There is no flexibility for time off during this period.