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Chapter 2 – Position descriptions (04/2023)

In conjunction with Chapter 4 of this manual, this chapter sets out the Chief Electoral Officer's instructions for staffing the polls under subsection 32(1) of the Canada Elections Act.

The Act has been amended and no longer refers explicitly to most of the familiar election officer positions (such as deputy returning officer). In the long term, this will allow additional flexibility in how polling stations are staffed and managed. For the 43rd general election, the Chief Electoral Officer has decided to retain the same named positions (with associated tasks, duties and powers) as were once set out in the Act. These positions are described below; additional information is available in the guidebooks for the respective positions.

The context for all positions and their descriptions begin at section 2.1.

Acronym (français) Position Title (titre français) Must be qualified elector Must reside in ED Type of position Names provided by political entities
Key positions
RO / DS Returning officer / Directeur de scrutin Election officer & Election administrator n/a
ARO / DAS Assistant returning officer / Directeur adjoint du scrutin Election officer & Election administrator n/a
AARO / DASS Additional assistant returning officer / Directeur adjoint du scrutin supplémentaire Election officer & Election administrator n/a
AARO-ASP / DASS-PSA Additional assistant returning officer-Additional service point / Directeur adjoint du scrutin supplémentaire – Point de service additionnel Election officer & Election administrator n/a
AARO-ESP / DASS-PSE Additional assistant returning officer– External service point / Directeur adjoint du scrutin supplémentaire – Point de service externe Election officer n/a
FLO / ADLL Field liaison officer / Agent de liaison local n/a Election officer & Election administrator n/a
Office staff
AC / CI Automation coordinator / Coordonnateur de l'informatisation n/a n/a Office staff n/a
AAC / CAI Assistant automation coordinator / Coordonnateur adjoint de l'informatisation n/a n/a Office staff n/a
SCSO / ASCS Service centre support officer / Agent de soutien au centre de service n/a n/a Office staff n/a
FO / AF Financial officer / Agent Financier n/a n/a Office staff n/a
RecSup / SupRec Recruitment supervisor / Superviseur du recrutement n/a n/a Office staff n/a
–– Recruitment officer / Agent de recrutement n/a n/a Office staff n/a
TO / PF Training officer / Préposé à la formation n/a n/a Office staff n/a
HLO / ALMH Hospital liaison officer / Agent de liaison en milieu hospitalier n/a n/a Office staff n/a
CRO / ARC Community relations officer and Community relations officer–Indigenous, Accessibility, Official Languages/Ethnocultural, Homeless, Seniors and Youth / Agent de relations communautaires et agent de relations communautaires autochtones, accessibilité, langues officielles/ethnoculturel, sans-abri, aînés, jeunes n/a n/a Office staff n/a
–– Office coordinator / Coordonnateur de bureau n/a n/a Office staff n/a
–– Electoral material coordinator / Coordonnateur du matériel électoral n/a n/a Office staff n/a
REC / RÉC Receptionist / Réceptionniste n/a n/a Office staff n/a
–– Support officer / Agent de soutien n/a n/a Office staff n/a
–– Messenger (Office) / Messager (bureau) n/a n/a Office staff n/a
Election officers who are poll workers
DRO / –– Deputy returning officer: Ordinary polls and Counting local special ballots / Scrutateur : scrutin ordinaire et dépouillement des bulletins de vote spéciaux locaux n/a Election officer
DRO / –– Deputy returning officer: Advance and Mobile polls / Scrutateur : bureau de vote par anticipation, bureau de scrutin itinérants n/a Election Officer
DRO / –– Deputy returning officer: Correctional institutions / Scrutateur : Établissements correctionnels n/a Election officer
–– Poll clerk: Counting local special ballots / Greffier du scrutin : Dépouillement des bulletins de vote spéciaux locaux n/a Election Officer
–– Poll clerk: Correctional institutions / Greffier du scrutin : Établissements correctionnels n/a Election officer
CPS / SCS Central poll supervisor / Superviseur du centre de scrutin n/a Election officer
REG.O / AI Registration officer / Agent d'inscription n/a Election officer
IO / PI Information officer / Préposé à l'information n/a Election officer
Election officers who are election workers
SPS Service point supervisor / Superviseur de point de service n/a Election officer
ASPS / SAPS Assistant service point supervisor / Superviseur adjoint du point de service n/a Election officer
SA / AS Service Agent / Agent de service n/a Election officer
HSBC / CBVS-H Hospital special ballot coordinator / Coordonnateur des bulletins de vote spéciaux en milieu hospitalier n/a Election officer n/a

Remuneration is listed in the Federal Elections Fees Tariff posted in the Field Personnel Intranet.

2.1 Key positions

2.1.1 Returning officer

Context

Type of position Must be qualified elector Must reside in ED or in adjacent ED Description Reports to Names provided by political entities
Election officer & Election administrator The RO administers federal electoral events in an ED. The RO receives instructions from the CEO and reports directly to him n/a

The Returning Officer's Manual provides the needed information to understand and perform duties before, during and after electoral events. The RO is supported by the assistant returning officer (ARO) and, in some instances, by one or more additional assistant returning officers (AAROs).

The RO is to be completely familiar with the contents of the Returning Officer's Manual prior to the event, especially since time is limited during an electoral event and some jobs must be performed concurrently to meet the statutory deadlines. Due to the legislated fixed election date, the issue of the writ is rarely unexpected with a majority government. When an electoral event is imminent, planning starts early, including inquiring about the availability of office space and preparing a list of resources to be hired. Final arrangements or appointments shall not be made until the writ is issued or unless otherwise instructed by EC.

Appointment

An electoral event is administered by the Chief Electoral Officer (CEO), who is directly responsible to Parliament and not to the government in power. The CEO mandates ROs to conduct pre-event assignments between electoral events such as keeping files of prospective election officers and polling places up to date, maintaining contact with printing companies and party organizations, recruiting potential staff and identifying potential key staff to help meet obligations when the writ is issued. Refer to C1 Preparing for your job.

The CEO establishes the RO's qualifications and appoints the RO for a 10-year term. When appointed, the RO must:

  • Take the solemn declaration using the Appointment and Solemn Declaration of Returning Officer form (EC 10030) before a suitable official (e.g. commissioner for taking affidavits, justice of the peace, notary public)
  • Complete the Returning Officer and Assistant Returning Officer Information Record form (EC 00010)
  • Appoint an ARO and submit the completed Appointment and Solemn Declaration of Assistant Returning Officer and Additional Assistant Returning Officer form (EC 10100) to EC

The RO's appointment ends when:

  • He resigns from office
  • He is removed from office for any of the reasons stated in the CEA (see below)
  • Changes are made to the electoral district boundaries

Eligibility

The following people shall not be appointed to act as RO:

  • A member of the House of Commons, Senate, provincial legislature, Legislative Assembly of the Yukon Territory, Council of the Northwest Territories, or Legislative Assembly of Nunavut, or a federal, provincial or territorial cabinet
  • A judge of a superior court
  • A candidate from the last general election or by-election
  • Any person who served in Parliament immediately before or during this election
  • Any person convicted of election offences at the federal, provincial or municipal level in the seven years preceding the proposed appointment

Restrictions

The RO cannot:

  • Act in a way that could be considered politically partisan, including in particular:
    • Making a contribution to a candidate, a leadership contestant, a nomination contestant, a political party or an electoral district association;
    • Belonging to, being an employee of, or holding a position in an eligible or registered political party.
  • Assume the position of any other election officer, official agent of a candidate or agent of an eligible party or a registered association.

The RO must also avoid conflicts of interest concerning his personal and professional activities.

The RO is, however, allowed to vote.

For more information on the requirement to be non-partisan, consult the Code of Professional Conduct for Election Administrators (EC 10044).

Removal from office

The Chief Electoral Officer may remove from office any RO who:

  1. is incapable, by reason of illness, physical or mental disability or otherwise, of satisfactorily performing his or her duties […];
  2. fails to discharge competently a duty of a returning officer […] or to comply with an instruction of the Chief Electoral Officer […];
  3. fails to complete the revision of the boundaries of the polling divisions in their electoral district as instructed by the Chief Electoral Officer […];
  4. contravenes the restriction on partisan activity, whether or not the contravention occurs in the exercise of his or her duties […].

Delegation of Authority

The RO may delegate any of his powers and duties to the ARO, AARO and the DRO, in writing, upon approval of the CEO, except those defined as exclusive RO powers and duties.

Once you have delegated authority with the Delegation of Authority form (EC 10090), the form must be submitted to EC prior to the electoral event.

Elections Canada contacts you when you need to renew the delegation.

The following duties may be delegated to an ARO or AARO:

  • Appoint CPSs, DROs, RegOs, and IOs
  • Appoint service agents
  • Issue election materials for advance and ordinary polls

The following duty may be delegated to a CPS:

  • Decide when an elector may refuse to make a solemn declaration on polling day
Table 2 Your exclusive powers and duties
Power and duties Canada Elections Act
Obligation to act to enable elections to be held ss. 24(3)
Notice of Election s. 62
Return by acclamation s. 63
Notice to candidate of confirmation or refusal ss. 71(1)
Name prospective candidate commonly known by – determination s. 71.1(1)
Withdrawal of candidate s. 74
Postponement of closing day for nominations on death of candidate s. 77
When polls lie in two time zones s. 130

Certification and signature of Special Account Form (SAFs) and Payment Authorization Report (PARs)

ss. 544(2)

Preparation and accuracy of financial accounts submitted to ECHQ

ss. 544(2)
Validation of results s. 293 to 298
Request by returning officer for recount s. 300
Returning officer required to attend ss. 301(6)
Return of the Writ s. 313 to 316

Appointment of your ARO

Without delay after being appointed, the RO shall, with the CEO's prior approval of the individual proposed for appointment, appoint an ARO. Both the RO and the ARO must complete and submit to EC the Appointment and Solemn Declaration of Assistant Returning Officer and Additional Assistant Returning Officer (EC 10100), which includes both the official appointment and the solemn declaration.

The ARO can make the solemn declaration of office before you.

Position description

Key activities
  • Plan and organize voting.
  • Manage and control financial, material and human resources.
  • Administer the Canada Elections Act.
  • Communicate information to the public, candidates, political parties, FLOs and EC.
  • Contribute to improving the electoral process.
Duties
  • Plan and organize voting
    • publish public notices
    • assist in and direct work of elections officers and staff
    • administer solemn declarations
    • identify areas for targeted revision
    • coordinate preparing and mailing VICs to all registered electors
    • establish polling stations and distribute notices
    • request list of potential service agents, registration officers and DROs from political parties, electoral district associations or candidates, as applicable
    • assign election officers to polling stations and train them
    • arrange distribution of Preliminary Lists of Electors to candidates
    • manage the revision and printing of lists of electors
    • appoint two or more training officers

    • oversee and report on results of casting of ballots
    • assist in judicial recount, as required
    • oversee return of election documents
  • Manage and control financial, material and human resources
    • manage staffing budget
    • manage essential services, supplies, materials and equipment
    • develop a work plan for allocating resources
    • establish expense accounts to properly record and monitor expenditures
    • recruit and negotiate terms of employment for priority positions
    • ensure staff and election officers are payroll processed
    • train employees in procedures, roles and responsibilities
    • oversee the protection of confidential information
    • assign specific tasks
    • designate self as the person in your office who will be responsible for receiving and reporting incidents of harassment and violence; this person in the AARO office(s) should be the AARO and at polling places, the CPS
    • handle all occurrences of harassment and violence in the workplace and report these immediately to the OCIU at ECHQ
    • negotiate and lease accommodation space and essential services
    • determine requirements (floor space, furniture/equipment, office supplies), conduct search, finalize arrangements and acquire supplies
    • establish floor plans and supervise office set-up
    • manage the inventory, supply and distribution of material
  • Administer the Canada Elections Act
    • help office staff and election officers adhere to the procedures outlined in their manuals/user guides
    • ensure peace and good order are maintained throughout the electoral process
  • Communicate information to the public, candidates, political parties, FLOs and EC
    • ensure systems are in place within the RO office to respond to public enquiries accurately and efficiently
    • respond to daily EC questions
    • respond to follow-up questions from the FSN and FLOs
  • Contribute to improving the electoral process
    • complete the Report of Proceedings
    • complete the Report on Level Access
    • participate as requested in event post-mortems
    • participate in electoral process, organizational, and technical development sessions

Qualifications

Experience
  • Managing and controlling financial, material and human resources
  • Planning and organizing large, multi-faceted public events
  • Recruiting, selecting and training human resources
  • Negotiating and leasing accommodation space and essential services
  • Maintaining inventory, supplying and distributing material
  • Managing media relations
  • Communicating information to general public
  • Managing in an automated environment
Knowledge of
  • The federal electoral process
  • The ED in which he resides
  • Roles and responsibilities of election officers and staff
  • Common office automation tools and how to apply them to the efficient conduct of an electoral event
Abilities
  • Organizational skills to understand the substance of the work and how best to achieve it
  • Planning and scheduling skills to allocate and track time spent on work and to estimate workload
  • Budgeting skills to estimate resources required and to effectively manage allocated budget
  • Interviewing skills to evaluate the abilities of potential employees to effectively carry out their duties
  • Leadership skills to develop and establish performance expectations and goals for election officers and staff
  • Decision-making skills to establish relevance of issues, information and inquiries and to exercise sound judgment in arriving at conclusions and/or solutions
  • Analytical reasoning skills to understand and synthesize issues, identify relevant information and formulate an opinion
  • Conflict resolution skills to address issues that arise between and among staff, political party/candidate representatives, electors, media and EC
  • Listening and reading skills to perceive, interpret and/or understand messages, concepts or ideas, written instructions in various manuals/guides and directives from EC or others
  • Communication skills to effectively provide instructions, discuss issues and provide appropriate responses
  • Skills to simplify complex ideas/concepts into plain language and to convey information and messages to election officers, other people within the office and at other locations within the ED; also externally to electors, the media, officers at EC and the CEO
Personal suitability
  • Remains impartial at all times and in all dealings
  • Remains focused and committed to the electoral process
  • Maintains a professional demeanour at all times and foster such in all election officers and office staff
  • Remains calm and in control under pressure
  • Exercises tact and common sense when dealing with electors who may have complaints and with candidates' representatives who are competing with each other
  • Remains sensitive and responsive to the special needs of electors, candidates and their representatives, election officers and office staff, and foster this attitude in election officers and office staff to ensure that all situations are dealt with in the most appropriate way
  • Exercises discretion and know-how to avoid being drawn into public debates, which may have a negative impact on the RO office and EC

C1 Preparing for your job

Read the materials provided by EC:
  • Orientation Guide for Newly Appointed Returning Officers (EC 10210)
  • Returning Officer's Manual (EC 10470)
  • Training modules in the Virtual Training Centre (VTC)

 
Carefully review the returning officer's duties listed above.
Establish a filing system.
Familiarize yourself with the tasks outlined in Appendix A in Volume I, Overview: Your tasks before, during and after electoral events.
Appoint an ARO and send the filled and signed Appointment and Solemn Declaration of Assistant Returning Officer and Additional Assistant Returning Officer (EC 10100) to EC.
Complete the required Delegation of Authority (EC 10090) and send a copy to EC.
Ensure the ARO reads all the manuals and assists in pre-event planning.

2.1.2 Assistant returning officer

Context

Type of position Must be qualified elector Must reside in ED or an adjacent ED Description Reports to Names provided by political entities
Election officer & Election administrator The ARO assists the RO in duties related to an electoral event. The RO may delegate specific responsibilities to the ARO. The ARO may be required to replace the RO. The RO n/a

Appointment

The ARO is appointed for an indeterminate period, but may be replaced at any time by the RO. A written notification of replacement must be submitted to the ARO and a copy of the notification sent to the CEO.

An ARO who intends to resign shall give you written notice of resignation or, if the position of RO is vacant, to the CEO.

If the ARO position becomes vacant, a replacement must be appointed without delay.

Carrying out pre-writ assignments

The RO may ask the ARO to help carry out pre-event assignments, such as searching for potential office space, selecting potential polling places, and planning targeted revision.

Eligibility

The RO may not appoint a spouse, common-law partner, immediate family member, the child of a spouse or common-law partner, or a person who lives with him to be an ARO. The ARO eligibility criteria are the same as those described above for the RO.

Restrictions

While holding office, an ARO may not act in any other capacity under the CEA.

The ARO is subject to the provisions of the Code of Professional Conduct for Election Administrators (EC 10044). As such, during the term of his appointment, he must comply with all restrictions associated with the position, including:

  • Not behaving, taking part in any activity, or making a statement in any form, directly or indirectly, in a manner or capacity that may be construed as supporting or opposing any political entity
  • Refraining from affiliation with or making a contribution to any political party, and refraining from engaging in any political activity or attending political meetings
  • Avoiding conflict of interest between private interests and public duties
  • Refraining from interacting in any way with the broadcast or print media. If the ARO receives a request from the media, he must contact the RO immediately with detailed information; the RO will ensure that either the FLO or the regional media advisor (RMA) returns the call by the requested deadline. If the RO is unavailable, the ARO must call the FLO for his area.

Delegating authority to the ARO

If the RO is absent from the ED, or unable to act, the ARO shall act in his place until a successor is appointed or the RO is again able to act. An ARO acting as an RO must appoint a new ARO.

Elections Canada will inform the ARO if he is to act in the RO's place because of any of the above reasons

The RO or the ARO must immediately notify ECHQ when the RO is unable to act.

Position description

Key activities
  • Plan and organize voting.
  • Assist in directing the work of election officers and office staff
  • Manage and control financial, material and human resources.
  • Establish floor plans and supervise office set-up.
  • Administer the CEA.
  • Communicate information to the public, candidates, political parties and EC.
  • Contribute to managing and improving the electoral process.
  • Oversee office safety and security.
Duties
  • Plan and organize voting
  • Assist in directing the work of election officers and office staff
    • administer solemn declarations
    • identify areas for targeted revision with the RO and the service point supervisor
    • coordinate preparing and mailing VICs to all registered electors
    • establish polling stations and distribute notices as required by CEA
    • request list of potential service agent positions, registration officers, and DROs from political parties and/or candidates, as applicable
  • Manage and control financial, material and human resources
    • assist in managing staffing budget
    • manage essential services, supplies, materials and equipment
    • develop a work plan for allocating resources
    • establish expense accounts to properly record and monitor expenditures
    • recruit and negotiate terms of employment for priority positions
    • ensure office staff and election officers are payroll processed
    • train employees in procedures, roles and responsibilities
    • assign specific tasks
    • negotiate accommodation space and essential services
    • determine requirements (floor space, furniture/equipment, office supplies), conduct searches and acquire supplies
  • Establish floor plans and supervise office set-up
    • manage inventory, supply and distribution of material
    • identify and organize supply space
    • establish procedures for inventory, acquisition, supply and distribution of materials and office supplies
  • Administer the Canada Elections Act
    • help office staff and election officers adhere to the procedures outlined in their manuals/guides
    • ensure peace and good order are maintained throughout electoral process
  • Communicate information to the public, candidates, political parties and EC
    • ensure systems are in place within the RO office to respond to public enquiries accurately and efficiently
    • liaise with the homeless community if there is no community relations officer for the homeless;
    • respond to daily EC questions
    • respond to follow-up questions from the FSN
  • Contribute to managing and improving the electoral process
    • assist in completing the Report of Proceedings
    • participate as requested in event post-mortems
    • participate in electoral process/organizational/technical development sessions
  • Oversee office safety and security
    • assist in completing the Report of Proceedings
    • participate as requested in event post-mortems
    • participate in electoral process/organizational/technical development sessions

Qualifications

Experience
  • Managing and controlling financial, material and human resources
  • Planning and organizing large, multi-faceted public events
  • Recruiting, selecting and training human resources
  • Negotiating accommodation space and essential services
  • Maintaining inventory, supplying and distributing material
  • Managing media relations
  • Communicating information to general public
  • Using Windows-based computer applications
Knowledge of
  • The federal electoral process
  • The ED in which he resides
  • Roles and responsibilities of election officers and office staff
  • Common office automation tools and how to apply them for the efficient conduct of an electoral event
Abilities
  • Organizational skills to understand the substance of the work and how best to achieve it
  • Planning and scheduling skills to allocate and track time spent on work and to estimate workload requirements
  • Budgeting skills to estimate resources required and to effectively manage allocated budget
  • Interviewing skills to evaluate the abilities of potential employees to effectively carry out their duties
  • Leadership skills to develop and establish performance expectations and goals for election officers and staff
  • Decision-making skills to establish relevance of issues, information and inquiries and to exercise sound judgment in arriving at conclusions and/or solutions
  • Analytical reasoning skills to understand and synthesize issues, identify relevant information and formulate an opinion
  • Conflict resolution skills to address issues that arise between and among staff, political party/candidate representatives, electors, media and EC
  • Listening and reading skills to perceive, interpret and/or understand messages, concepts or ideas, written instructions in manuals/guides and directives from EC or others
  • Keyboarding proficiency to write electronic messages and instructions.
  • Communication skills to effectively provide instructions, discuss issues and provide appropriate responses; to simplify complex ideas/concepts into plain language and to clearly convey information and messages to election officers, other people within the office, and at other offices within the ED; also externally to electors, election officers and to EC and the CEO
Personal suitability
  • Remains impartial at all times and in all dealings
  • Maintains a professional demeanour at all times and foster such in all election officers and office staff
  • Remains focused and committed to the electoral process
  • Exercises tact and common sense when dealing with electors who may have complaints and with candidates' representatives who are competing with each other
  • Remains sensitive and responsive to the special needs of electors, candidates and their representatives, election officers and office staff, and foster this attitude in election officers and office staff to ensure that all situations are dealt with in the most appropriate way

2.1.3 Additional assistant returning officer

Context

Type of position Must be qualified elector Must reside in ED or an adjacent ED Description Reports to Names provided by political entities
Election officer The AARO manages an additional office to provide services in a designated area of the ED. The RO n/a

For more information, consult:

Volume I, Chapter 11 – Additional Assistant Returning Officer

Volume III, Chapter 4 – Activities at the AARO Office

The AARO assists the RO with electoral event duties in the geographic area where he is appointed. They are appointed for one event and any follow-up or consultation activities that may be required after the closing of the office. He may be replaced at any time and in this case, he must receive a written notification of replacement.

The AARO is not involved in filing the nomination papers for candidates; the RO deals directly with potential and confirmed candidates at all times. Should a potential candidate contact the AARO to file his nomination papers, he is to refer the candidate to the RO.

AARO presence

The AARO cannot act for the RO.

The AARO may administer solemn declarations other than those for which the administrator is specified.

The AARO is not required to:

  • Attend the RO office on the closing day for nominations, but should consult the RO since his attendance could be helpful;
  • Attend the validation of the results.

Ensuring security

The AARO has the same security responsibilities as the ARO in the RO office. These responsibilities include physical, computer and staff security. Consult Chapter 3 in Volume II for details.

Two items are essential to those responsibilities:

  • Maintain a key register for the office – the register will record the key tag number, name and signature of the person receiving the key, date of issue, date of return and initials of the person responsible for confirming that the key has been returned.
  • Maintain a visitor register that contains information of every person visiting that office (an office employee can be designated for this duty) – the register will record the first and last name and signature of the visitor, name of the person they are visiting, and time in and time out.

Carrying out pre-event assignments

If the CEO so instructs, the RO may ask the AARO to help carry out pre-event assignments, such as searching for potential office space for the AARO and his staff, hiring staff for the AARO office, selecting potential polling places, updating the National Register of Electors, and planning targeted revision. The AARO may need to help with electoral geography assignments or action plans required for the next election.

Appointment

The CEO's prior approval is required to appoint an AARO.

If the RO requests it, the CEO may designate one or more areas in the ED and authorize, in writing, the appointment of AAROs to act in these designated areas within the ED. These election officers help manage the electoral process for specific polling divisions at a satellite office of the AARO set up for them in that area.

The RO appoints the AARO by completing and submitting to ECHQ the Appointment and Solemn Declaration of Assistant Returning Officer and Additional Assistant Returning Officer (EC 10100). Ensure that the appropriate box is checked to indicate that the appointment is for an AARO, not an ARO.

A new appointment must be made or renewed before each election, following CEO approval. For a GE, requests for AAROs may be made as part of the pre-event activities.

An AARO who intends to resign must give written notice of resignation to the RO or, if the position of RO is vacant, to the acting RO or the CEO. If the position becomes vacant during an event, the RO must appoint a replacement.

AARO orientation

The AARO does not receive an orientation session from the FLO or a manual specific to their position. Once appointed, however, the AARO may participate in meetings and teleconferences with the RO and ECHQ.

The AARO will be asked to complete online training related to pre-event assignments. The AARO may also be mandated to assist the RO in such assignments, depending on the nature of the assignment.

The RO must provide the AARO with an electronic copy of the Returning Officer's Manual (EC 10470), and ensure that the AARO has been given access to the Virtual Training Centre (VTC).

Designated AARO area

The RO must give the AARO the following information and documentation, in addition to the election materials mentioned previously:

  • A description of the designated area boundaries for which the AARO will be responsible
  • The polling divisions in the AARO's designated area, including maps and written descriptions
  • A list of all municipalities included in the AARO's designated area
  • The number of electors by polling division
  • A list of the designated area polling places used in the previous election and/or alternative polling places
  • The recruitment and CRO information distribution plans for the AARO's area
  • The various editions of lists of electors for the AARO's area throughout the election period
  • The list of ordinary polling divisions and the list of advance polling districts established for the designated area
  • Various maps prepared by the Electoral Geography Division
  • A Poll Key for the area

Eligibility

The AARO must be familiar with the geographical characteristics of the designated area, its population and the various local resources and with the federal electoral process. The AARO eligibility criteria are the same as those described above for the RO and the ARO. An RO may not choose a spouse, common-law partner, immediate family member, the child of a spouse or common-law partner or a person he lives with to act as an AARO.

Restrictions

The AARO is subject to the provisions of the Code of Professional Conduct for Election Administrators (EC 10044). As such, during the term of his appointment, he must comply with all restrictions associated with the position, including:

  • Not behaving, taking part in any activity, or making a statement in any form, directly or indirectly, in a manner or capacity that may be construed as supporting or opposing any political entity
  • Refraining from affiliation with or making a contribution to any political party, and refraining from engaging in any political activity or attending political meetings
  • Avoiding conflict of interest between private interests and public duties
  • Refraining from interacting in any way with the broadcast or print media. If the AARO receives a request from the media, he must contact the RO immediately with detailed information; the RO will ensure that either the FLO or the regional media advisor (RMA) returns the call by the requested deadline. If the RO is unavailable, the AARO must call the FLO for his area.

For more information on the restrictions for AAROs, consult the Code of Professional Conduct for Election Administrators (EC 10044).

Delegating authority to the AARO

Pursuant to the CEA, and with the CEO's prior approval, the RO may delegate the following tasks, in writing, to an AARO:

  • Appointing the poll workers required in the designated area
  • Administering the solemn declarations for the new personnel
  • Approving pending transactions in REVISE
  • Certifying accounts for payment
  • Coordinating the sending/transferring of ballot boxes from the designed area to the RO office for the validation of results
Opening and outfitting the office

At the issue of the writ, the AARO's first priority is to open an office that both meets the needs of electors in the area and satisfies EC standards. A potential office that meets these criteria should have been identified before the issue of the writ during a pre-event activity in which the AARO participated with the RO. If this was done, the AARO only needs to confirm that the office space is still available and to notify the FSN once he takes possession of the office. Consult Volume I, Chapter 7 – RO office logistics of this manual for more details.

Only the RO is authorized to sign the Lease for Returning Officer's or Additional Assistant Returning Officer's Office (EC 10015).

The AARO is also responsible for outfitting his office with rented furniture, equipment (photocopier) and the necessary supplies. These should have been identified before the issue of the writ during a pre-event activity in which the AARO participated with the RO. The RO must ensure that the allocated budget is respected.

Elections Canada will provide telephone and hardware computer equipment directly to the AARO's office when the writ is issued.

Managing the budget

With the CEO's approval, the RO may delegate certain financial authorities to the AARO.

Provide the AARO with his allocated budget for his office. This budget is extracted from your ED's overall budget.

The AARO is responsible for managing the office budget as described in their mandate. The RO must provide instructions to the AARO for submitting verified receipts, invoices and staff time sheets to the financial officer. The financial officer will then submit these items to the RO for approval in due course.

If approved by the RO, the AARO is allotted $500 as petty cash during an electoral event to pay for small disbursements. The RO or the financial officer must advise the AARO which expenses can be paid through petty cash.

Communicating with the AARO during an event

Discuss your preferred methods of communication with your AARO. Depending on geography between the two offices, and at your discretion, these may include, without being limited to, email; phone calls (office or cellular); teleconference once a week; and/or periodic written status reports emailed to your office.

Position Description

Key activities
  • Plan and organize voting.
  • Assist in and direct and monitor work of office staff and election officers.
  • Administer the Canada Elections Act.
  • Communicate with the RO and his staff during an event.
Duties
  • Plan and organize voting
    • carry out pre-event assignments (as required by RO and as authorized by the CEO)
    • identify, open and ensure set-up of AARO office
    • arrange for security
  • Assist in and direct and monitor work of office staff and election officers
    • administer solemn declarations
    • help the SPS from the RO office appoint and train office staff and service agents
    • appoint and train DROs, CPSs and IOs
    • receive, control and distribute supplies for ordinary and advance polls
    • oversee budget for the AARO office
    • prepare accounts and submit to RO for approval
  • Administer the Canada Elections Act
    • help office staff and election officers adhere to the procedures outlined in their manuals/guides
  • Communicate with the RO during an event
    • send payroll information to the FO
    • communicate with the AC to obtain technical support within the AARO office
    • relay results to RO on polling day

Qualifications

Experience
  • Managing and controlling financial, material and human resources
  • Planning and organizing large, multi-faceted public events
  • Recruiting, selecting and training human resources
  • Negotiating and leasing accommodation space and essential services
  • Maintaining inventory; supplying and distributing material
  • Communicating information to the general public
  • Using Windows-based computer applications
Knowledge of
  • The federal electoral process
  • The area of the ED where he is appointed
  • Roles and responsibilities of election officers and RO office staff
  • Common office automation tools and how to apply them to the efficient conduct of an electoral event
Abilities
  • Organizational skills to understand the substance of the work and how best to achieve it
  • Planning and scheduling skills to allocate and track time spent on work and to estimate workload requirements
  • Budgeting skills to estimate resources required and to effectively manage allocated budget
  • Interviewing skills to evaluate the abilities of potential employees to effectively carry out their duties
  • Leadership skills to develop and establish performance expectations and goals for election officers and staff
  • Decision-making skills to establish relevance of issues, information and inquiries and to exercise sound judgment in arriving at conclusions and/or solutions
  • Analytical reasoning skills to understand and synthesize issues, identify relevant information and formulate an opinion
  • Conflict resolution skills to address issues that arise between and among staff, political party/candidate representatives, electors, and EC
  • Listening and reading skills to perceive, interpret and/or understand messages, concepts or ideas, written instructions in various manuals/guides and directives from EC or others
  • Keyboarding proficiency to create electronic messages, written instructions and slide presentations for various purposes, including training
  • Communication skills to effectively provide instructions, discuss issues and provide appropriate responses; to simplify complex ideas/concepts into plain language and to clearly convey information and messages to election officers, other people within the office, externally to electors, as well as to EC
Personal suitability
  • Remains impartial in all dealings during electoral event
  • Maintains a professional demeanour at all times and foster such in all election officers and office staff
  • Remains focused and committed to the electoral process
  • Exercises tact and common sense when dealing with electors who may have complaints and with candidates' representatives who are competing with each other
  • Remains sensitive and responsive to the special needs of electors, candidates and their representatives, election officers and office staff, and promote this attitude in election officers and office staff to ensure that all situations are dealt with in the most appropriate way
Other
  • Must be eligible to obtain a security clearance (processed by EC)

2.1.4 Additional assistant returning officer for external service points

Context

Type of position Must be qualified elector Must reside in ED or adjacent ED Description Reports to Names provided by political entities
Election officer The AARO-ESP manages an AARO office located on campus called an External Service Point (ESP) to provide in-person revision and voting by special ballot services to students. The RO n/a

The AARO for external service points (AARO-ESP) is appointed for one event and any follow-up or consultation activities that may be required after the closing of the office. He may be replaced at any time.

The AARO-ESP is not involved in filing the nomination papers; the RO deals directly with potential and confirmed candidates at all times. Should a potential candidate contact the AARO-ESP to file his nomination papers, they are to refer the candidate to their RO.

Eligibility

An RO may not choose a spouse, common-law partner, immediate family member, child of a spouse or common-law partner or a person he lives with to act as an AARO.

Appointment

ECHQ's prior approval is required to appoint an AARO-ESP.

The RO appoints the AARO-ESP during pre-event by completing and submitting to EC the Appointment and Solemn Declaration of Assistant Returning Officer and Additional Assistant Returning Officer (EC 10100). He must check the appropriate box to indicate that the appointment is for an AARO, not an ARO.

A new appointment must be made or renewed before each election, following ECHQ approval. If the position becomes vacant during an event, the RO must appoint a replacement.

Welcome package

The RO is expected to go through the following with the AARO-ESP:

  • ESP-related pre-event work that has been done up to his appointment, such as office selection, engagement with student associations, and recruitment
  • Instructions for Additional Assistant Returning Officers (AARO) Working in External Service Points (ESP) (EC 78065)
  • The Service Point Supervisor Manual (EC 40231)
  • The Service Agent Manual (EC 40240)

The SPS in the RO office is responsible for delivering a training session to the AARO-ESP and his SPS for context (the same training session provided to the service agents). Additions to the training content are at the RO's discretion.

AARO-ESP presence

The AARO cannot act for the RO.

The AARO may receive solemn declarations and affidavits, except for those declarations or affidavits that are required by the Act to be received by a specific person.

The AARO-ESP is required to be in the office when the SPS is absent.

The AARO-ESP is not required to:

  • Attend the office on the closing day for nominations;
  • Attend the validation of the results; or
  • Be present in the office on polling day.

Ensuring security

The AARO-ESP has the same security responsibilities as the ARO in the returning office. These responsibilities include physical security, computer security and staff security. Consult the section on Office Security in Volume II of this manual for details.

Maintaining a key register for the office is essential to these responsibilities. This register will record the key tag number, the name and signature of the person receiving the key, the date of issue, the date of return and the initials of the person responsible for confirming that the key is returned.

Carrying out pre-writ assignments

The AARO-ESP is not involved in pre-event assignments. The RO may, however, ask him to help carry out pre-event assignments, such as recruiting office staff for the ESP office, if mandated by ECHQ prior to the issue of the writ.

Restrictions

The AARO-ESP is subject to the provisions of the Code of Professional Conduct for Election Administrators (EC 10044). As such, during the term of his appointment, he must comply with all restrictions associated with the position, including:

  • They must not behave, take part in any activity, or make a statement in any form, directly or indirectly, in a manner or capacity that may be construed as supporting or opposing any political entity.
  • Refraining from affiliation with or making a contribution to any political party and refraining from engaging in any political activity or attending political meetings
  • Refraining from conflict of interest between the AARO's private interests and public duties
  • The AARO-ESP must also refrain from interacting in any way with the broadcast or print media. If the AARO receives a request from the media, he must contact the RO immediately with detailed information; the RO will ensure that either the field liaison officer (FLO) or the regional media advisor (RMA) returns the call by the requested deadline. If the RO is unavailable, the AARO must call the FLO for his area

Delegation of authority

Pursuant to the CEA, and with the CEO's prior approval, the RO may delegate the following tasks, in writing, to an AARO:

  • administering the appointment of new employees
  • approving pending transactions in REVISE
Opening and outfitting the office

At the issue of the writ, the AARO-ESP's first priority is to secure an office that both meets the needs of electors in the area and satisfies EC standards. A potential office that meets these criteria should have been identified before the issue of the writ during a pre-event planning assignment performed by the RO. If this was done, the AARO-ESP only needs to confirm that the office space is still available and to confirm the rental.

Only the RO is authorized to sign the Lease for Returning Officer's Office (EC 10015).

The AARO-ESP's second priority is to recruit office staff. EC is launching an online recruitment portal for students who would like to apply to work at ESP offices on campuses. One AARO-ESP per campus will receive the résumés in their EC inbox. They must share the résumés they receive with the other AARO-ESPs on campus, if any.

The AARO-ESP is also responsible for outfitting his office with rented furniture and the necessary supplies. He must coordinate this before the equipment arrives on Day 19. He may discuss these needs with the RO who must ensure that the allocated budget is respected.

Elections Canada will set up telephone and computing equipment to the AARO-ESP's office within 72 hours of its opening.

Managing the budget

The RO provides the AARO-ESP with the allocated budget for his office. This budget is extracted from the ED's overall budget.

The AARO-ESP is responsible for managing the office budget as described in his mandate. The RO must provide him with instructions for submitting verified receipts, invoices and staff time sheets to the financial officer. The financial officer will then submit these items to the RO for approval in due course.

Communicating during an event

The RO is to discuss his preferred methods of communication with his AARO-ESP. Depending on geography between the two offices, and at his discretion, these may include, without being limited to, email; phone calls (office or cellular); teleconference once a week; and/or periodic written status reports emailed to his office.

Position description

Key activities
  • Recruit staff and set up ESP office.
  • Assist in, direct and monitor work of office staff and election officers.
  • Administer the Canada Elections Act.
Duties
  • Recruit staff and set up ESP office
    • carry out pre-event activities, if applicable (as required by RO and approved by ECHQ)
    • read the Service Point Supervisor Manual (EC 40231) and the Service Agent Manual (EC 40240)
    • open and ensure set-up of the ESP office (including furniture)
    • arrange for security inside (safety officer) and outside the ESP office (campus security or alarm system)
    • recruit ESP office staff as per ECHQ approved staffing model (must be delegated by the RO)
    • oversee budget
    • prepare accounts and submit to RO for approval
  • Assist in, direct and monitor work of office staff and election officers
    • appoint the SPS – who should be trained by the SPS in the RO office; the AARO-ESP should sit in on the training (must be delegated by the RO)
    • help the SPS train office staff such as service agents – SPS in RO office can help train service agents
    • train information officer and safety officer
    • perform quality assurance of procedures in the office
  • Administer the Canada Elections Act
    • help office staff and election officers adhere to the procedures outlined in their manuals
    • ensure peace and good order are maintained throughout the electoral process

Qualifications

Experience
  • Managing and controlling financial, material and human resources
  • Planning and organizing large, multi-faceted public events
  • Recruiting, selecting and training human resources
  • Negotiating and leasing accommodation space and essential services
  • Maintaining inventory; supplying and distributing material
  • Communicating information to the general public
  • Using Windows-based computer applications
Knowledge of
  • The federal electoral process
  • Roles and responsibilities of election officers and RO office staff
  • Common office automation tools and how to apply them to the efficient conduct of an electoral event
Abilities
  • Organizational skills to understand the substance of the work and how best to achieve it
  • Planning and scheduling skills to allocate and track time spent on work and to estimate workload requirements
  • Budgeting skills to estimate resources required and to effectively manage allocated budget
  • Interviewing skills to evaluate the abilities of potential employees to effectively carry out their duties
  • Leadership skills to develop and establish performance expectations and goals for election officers and staff
  • Decision-making skills to establish relevance of issues, information and inquiries and to exercise sound judgment in arriving at conclusions and/or solutions
  • Analytical reasoning skills to understand and synthesize issues, identify relevant information and formulate an opinion
  • Conflict resolution skills to address issues that arise between and among staff, political party/candidate representatives, electors, and EC
  • Listening and reading skills to perceive, interpret and/or understand messages, concepts or ideas, written instructions in various manuals/guides and directives from EC or others
  • Keyboarding proficiency to create electronic messages, written instructions and slide presentations for various purposes, including training
  • Communication skills to effectively provide instructions, discuss issues and provide appropriate responses; to simplify complex ideas/concepts into plain language and to clearly convey information and messages to election officers, other people within the office, externally to electors, as well as to EC
Personal suitability
  • Remains impartial in all dealings during electoral event
  • Maintains a professional demeanour at all times and foster such in all election officers and office staff
  • Remains focused and committed to the electoral process
  • Exercises tact and common sense when dealing with electors who may have complaints and with candidates' representatives who are competing with each other
  • Remains sensitive and responsive to the special needs of electors, candidates and their representatives, election officers and office staff, and promotes this attitude in election officers and office staff to ensure that all situations are dealt with in the most appropriate way

2.1.5 Field liaison officer

Context

Type of position Must be qualified elector Must reside in ED Description Reports to Names provided by political entities
Election officer & Election administrator n/a The FLO provides support, guidance and training to RO and staff. Elections Canada n/a

The FLO is appointed by the CEO; EC exercises direct supervision over a FLO. The FLO acts as a quality enhancer, trouble-shooter, and media representative. The FLO helps recruit ROs by acting as a member of the recruitment committee set up in the area where the vacancy has occurred. Following appointment by the CEO, a new RO will attend an initial orientation session held by the FLO for the region prior to completing their online training in the VTC. The FLO also participates in evaluating the ROs after an electoral event.

Position description

FLOs provide functional leadership to a group of up to 17 ROs. For example, FLOs support and assist ROs in pre-event planning assignments. As required, FLOs help the ROs complete their assignments according to instructions and within the deadlines provided. FLOs are often called upon to endorse this work to ensure local issues and concerns have been addressed, or to ensure a cohesive approach to a given activity in the region that FLOs support.

FLOs also monitor field activities in their areas and get involved as required to assist ROs facing difficulties and unforeseen challenges.

As media representatives, FLOs communicate with media at the local level and work with RMAs recruited by EC to provide responses to media questions in the field.

Geographical distribution

The geographical distribution of FLOs is as follows:

Table 3 Geographical Distribution of FLOs
Region District
Atlantic
Canada
Newfoundland and Labrador
Nova Scotia
Prince Edward Island and New Brunswick
Quebec North and West Quebec
Québec–Chaudière-Appalaches
Eastern Quebec
Estrie–Central Quebec–Montérégie
Montréal East–South Shore
Montréal West–Laval
Lanaudière–Mauricie
Ontario Southwestern Ontario
Eastern Ontario
Northern Ontario
South Central Ontario
Toronto West
Toronto Central
Brampton–Mississauga
Southern Ontario 1
Southern Ontario 2
Durham–Scarborough
South Eastern Ontario
West Southern Manitoba
Southern Saskatchewan
Northern Alberta
Rural British Columbia
Vancouver and Lower Mainland
Vancouver Island and North Sunshine Coast
Northern Saskatchewan and Manitoba
Edmonton and Central Alberta
Calgary and Southern Alberta
South Lower Mainland–Fraser Valley

2.2 Office staff

2.2.1 Automation coordinator

Context

Type of position Must be qualified elector Must reside in ED Description Reports to Names provided by political entities
Office staff n/a n/a The AC prepares the lists of electors, and manages and provides technical support for all IT systems in the returning office. The RO; works closely with the SPS n/a

Position description

Key activities
  • Manage all returning office technology and systems, from installation when the office opens at the beginning of the event to the decommissioning of the office at the end of the event.
  • Support the use of technology and systems by all staff in the returning office.
  • Following set procedures in REVISE and other applications, complete tasks related to lists of electors, VIC production and ED data, and produce statutory and administrative reports.
  • Encourage and support IT security best practices throughout the returning office.
Duties
  • Manage all returning office technology and systems, from installation when the office opens at the beginning of the event to the decommissioning of the office at the end of the event:
    • supervise the receipt, unpacking and placement of office hardware
    • oversee the returning office LAN set-up by IBM, including the service centre
    • initialize and test ED data and systems (part of set-up)
    • assist with and oversee the purging of the systems and decommissioning of the office technology at the end of the event
  • Support the use of technology and systems by all staff in the returning office:
    • monitor all processes in the returning office related to systems and technology
    • manage user access to returning office systems
    • train the RO/ARO on REVISE functions related to their responsibilities
    • support service centre use of REVISE
    • troubleshoot technical problems with software and hardware in the returning office
    • communicate with FSN as required to report issues and seek guidance in resolving problems
  • Following set procedures in REVISE and other applications, complete tasks related to lists of electors, VIC production and ED data, and produce statutory and administrative reports:
    • produce lists of electors ensuring that the correct version is used in each instance
    • generate reports for the RO, for monitoring activities and to submit or distribute as required by the CEA
    • update ED data (streets, polling stations) and resolve discrepancies discovered in the course of the event
    • support the RO and ARO in approving elector transactions and VICs for printing
    • complete reports and checklists as required
  • Encourage and support IT security best practices throughout the returning office:
    • follow confidentiality guidelines for ACs
    • follow procedures to ensure LAN security
    • educate returning office staff on security policies, especially as regards the use of unapproved software or devices on the returning office LAN
    • ensure that IT security procedures are followed

Qualifications

Experience
  • Providing technical support services to internal or external clients
  • Using a variety of software applications, especially Windows-based computer applications
  • Setting up, monitoring and maintenance of a local area network
  • Installation of software or applications
  • Working without close supervision
  • Extensive use of various technology, including computers, printers and phones
Abilities
  • Organizational skills to effectively plan time and estimate workload requirements to complete tasks according to guidelines and statutory deadlines; to prioritize competing demands; to track hours worked; and budget their time accordingly
  • Analytical skills to understand the substance of tasks and determine how best to complete them; to understand complex issues; to establish the relevance of issues, information and inquiries and to exercise sound judgement in seeking and implementing solutions; to carefully consider which resources to rely on to resolve a given challenge; and to identify potential problems and deal with them proactively
  • Communication skills to listen carefully to fellow staff when they need help with hardware or software; to effectively discuss issues with colleagues and provide appropriate responses; to clearly convey challenging technical information; to deal cordially and calmly with the Field Support Network
Personal suitability
  • Exercises patience to work methodically through required procedures as instructed in the documentation provided; to deal calmly with things that do not go entirely as expected; and to keep trying even if a task is challenging
  • Remains impartial in every way during an electoral event
  • Maintains a professional, tactful demeanour, and exercises good judgment
  • Demonstrates respect for the required procedures and deadlines, and takes direction when it is offered
  • Works effectively in a team but also demonstrates leadership, including by modelling appropriate IT usage
  • Works conscientiously and efficiently
  • Remains calm and effective under pressure
  • Remains flexible and adaptable to changing circumstances
Other
  • Must pass a security screening, consisting of both criminal record and credit checks (administered by EC before the training)

2.2.2 Assistant automation coordinator

Context

Type of position Must be qualified elector Must reside in ED Description Reports to Names provided by political entities
Office staff n/a n/a The AAC assists in managing the systems in the RO office and provides technical support for all hardware and software applications. The AC n/a

Position description

Key activities
  • Provide assistance according to demand, as determined by the AC.
  • Assist in providing technical troubleshooting and computer support within the RO office (including REVISE) and ESP offices (AAC-ESP), if applicable.
Duties
  • Provide assistance according to demand, as determined by the AC
  • Assist in providing technical troubleshooting and computer support within the RO office (including REVISE)
    • set up facilities, systems and equipment to support REVISE system
    • identify and resolve technical and management problems with the support of the FSN

Qualifications

Experience
  • Providing technical support services
  • Using Windows-based computer applications
Knowledge of
  • Program loading and set-up
  • LAN maintenance
Abilities
  • Ability to follow written instructions
  • Organizational skills to understand the substance of the work and how best to achieve it
  • Decision-making skills to establish relevance of issues, information and inquiries and to exercise sound judgment in arriving at conclusions and/or solutions
  • Analytical reasoning skills to understand and synthesize issues.
  • Communication skills to effectively provide instructions to service centre staff, discuss issues and provide appropriate responses; to simplify complex ideas/concepts into plain language and to clearly convey information and messages to other people within the office and externally, as well as to the FSN
Personal suitability
  • Remains impartial in all dealings during electoral event
  • Maintains a professional demeanour and exercise judgment and tact
  • Learns quickly, understand complex concepts and adapt to changing circumstances
  • Works in teams, contribute as a team member
  • Completes tasks and assignments in a timely and efficient manner

2.2.3 Poll operations manager

Type of position Must be qualified elector Must reside in ED Description Reports to Names provided by political entities
Office staff n/a n/a The poll operations manager (POM) may assist the RO in any duties related to polling days operations and management.

May manage, coordinate poll operation activities, and liaise with and support, other key staff on related matters.

The RO will provide the direction and specific responsibilities that the POM will follow and execute.
The RO n/a

Tariff

The poll operations manager (POM) is a full-time key office staff position. The POM works in the RO office and is paid at the highest level (e.g. SPS).

Position description

The POM works closely with the following persons: RO, ARO, EMC, RecO, TO, FO, SPS, AC, and CPS; also works closely with key office staff and poll workers, especially the CPS.

The POM ensures that the RO's plans for the polling places during an electoral event are implemented. They manage and integrate all operations and activities relating to polling days, including polling places, poll workers, contingency plans, materials, and other logistics.

A comprehensive description of the POM's role is outlined in the Poll Operations Manager's Guide (EC 10066).

Carrying out pre-event assignments

The POM may assist in pre-event activities related to polling day operations, upon approval of the CEO. The RO may ask the POM to help carry out pre-event assignments and planning activities, such as selecting and validating polling places, and planning poll worker staffing.

Key activities

The list of activities below is not exhaustive. It is designed to define the types of functions the POM could assume as per the ED's needs. It is imperative to assess and identify the specific responsibilities the RO wishes to delegate to the POM, and to share plans so the POM can ensure their efficient integration.

  1. Coordinate and direct polling place management.
  2. Coordinate and organize poll worker management.
  3. Coordinate the distribution and return of election materials.
  4. Develop and implement a support plan for polling places.
  5. Perform duties as required by RO.
Duties
  1. Coordinate and direct polling place management
    • Participate in the pre-event assignments related to polling places, as required by RO:
      • Contacting landlords
      • Validate availability
      • Assess polling places and their accessibility features to determine if they
      • meet EC accessibility standards
      • Negotiate leases
      • Identify needs for Special Requests and Special Permissions.
    • Review the accuracy of information in the Polling Place Suitability Checklist (EC 12152); oversee the implementation of accessibility mitigation strategies.
    • Act as point of contact with landlords to identify and document specific issues and/or requirements for each polling place; communicate the following with the CPS:
      • Confirmed site access hours, on-site contact information, accessibility mitigation strategies, directional signage, furniture rental, security and/or custodial services, staffing, etc.
    • Coordinate polling place management activities among key office staff during the event:
      • Review and confirm leases; coordinate their signing and return during the electoral event
      • Coordinate the return of approved Special Requests and Special Permissions from ECHQ
      • Confirm the RO's polling station assignment plan, coordinate the confirmation of polling places and any splits and merges in the system; update the poll worker staffing plans accordingly
      • Ensure that the Feedback on Accessibility and Voter Experience Forms (EC 50119) are reviewed, actioned as needed, and entered into the Incidents, Complaints and Breaches Monitoring System (ICBMS).
    • Order and/or schedule furniture deliveries, and security and/or custodial services, as required.
    • Confirm, coordinate and ensure that any required post-event activities at the polling places are complete:
      • Repairs and insurance claim requests
      • Reconciliation and accurate payment to vendors, suppliers and landlords.
  2. Coordinate and organize poll worker management
    • Review and understand the poll worker staffing, recruitment and training plans, and update them as needed in accordance to the available and confirmed polling places.
    • Work with the RO to develop a poll worker contingency plan based on confirmed polling places and staffing plans.
    • Coordinate the recruitment, hiring, training and assignment of poll workers to polling places:
      • Ensure compliance with the poll worker staffing plan (as defined by the RO) is applied in assigning poll workers to the polling places. Note: Minimum requirement: one CPS and one DRO
      • Ensure bilingual poll workers are in place at the polling place designated as bilingual; prioritize the deployment of bilingual stand-by workers, whenever possible. Assist in confirming that each polling station opens and closes at prescribed times on all polling days
    • Coordinate the activities of implicated office staff specialists to ensure all phases of poll worker management are completed (e.g. recruitment, training, , materials, etc.).
    • Provide leadership to the CPSs, which may include attendance at CPS training, and acting as the primary contact person for any CPS-related issues before and on polling days.
    • Confirm any site visits before polling day with the CPS; ensure the resolution of any issues.
    • Understand the RO's plan for receiving the preliminary results and ensure the CPS have the correct phone number to call in the results for their polling stations.
    • Work with the financial officer (FO) after polling days to resolve any election worker issues as they occur (e.g. no-shows, sickness); confirm timesheet information with the CPS.
    • Coordinate the logistics and staffing for counting the advance poll ballots.
  3. Coordinate the distribution and return of election materials
    • Liaise with the EMC regarding planning and distribution of all materials to polling places.
    • Coordinate, with the electoral materials coordinator (EMC), the preparation and assembly of polling day materials to polling places, including specific requirements.
    • Review and assist with the planning and distribution of ballots to poll workers.
    • Develop a logistics plan for the delivery of furniture and equipment to polling places and their return from them.
    • Participate in the collection and the return of election materials on polling nights.
    • After polling days, support the processing of election documents returned in the Office Documents Bag (EC 50390):
      • Organize the gathering of sequence number sheets after advance polling days and on polling day; after polling day, provide them all to the SPS for data entry
      • Organize the collection of forms and certificates from the polls
      • Ensure the Vouching Forms Register (EC 50056) is prepared.
    • Assist the EMC with the packaging of materials for returning to ECHQ.
  4. Develop and implement a support plan for polling places
    • Ensure an overall understanding of the CPS role including any specific RO directives (attend a CPS training session; review the CPS guidebook).
    • Work with the RO and ensure a support plan is developed and in place for polling days to be able to quickly respond to questions regarding voting procedures, ID, health and safety protocols, staffing and contingency, materials, etc.
    • Manage the resolution of operational issues at polling places; ensure communication with CPSs; brief the RO:
      • Respond to incident reports
      • Escalate urgent issues to the RO
      • Ensure Incident Reports Forms (EC 10051) are completed when required and provided to the RO for review.
    • If needed, visit advance and ordinary polling places to manage issues; ensure specific procedures are being followed.
  5. Perform duties as required by RO
Qualifications

Experience

  • Managing human resources, including resolving staff relations issues
  • Managing multiple office activities
  • Developing work schedules and plans
  • Using computer applications
  • Understanding of lease agreements, space accommodation and essential services
  • Maintaining inventory, supplying and distributing materials

Knowledge of

  • Federal electoral process
  • ED in which they are active
  • Roles and responsibilities of the RO, election officers and RO office staff
  • The overall picture (operations) at the polling places during polling days

Abilities

  • Leadership skills to gain the confidence of colleagues and service providers to ensure cooperation and respect
  • Communication skills to simplify complex ideas and/or concepts into plain language and to clearly convey information and messages to other people
  • Organizational skills to understand the substance of the work and how best to prioritize it
  • Planning and scheduling skills to complete tasks and assignments in a timely and efficient manner
  • Budgeting skills
  • Decision-making skills to exercise sound judgment
  • Analytical reasoning skills to understand and synthesize issues, identify relevant information and formulate an opinion
  • Problem-solving skills
  • Conflict resolution skills
  • Exercise tact and common sense when dealing with landlords, facility administrators, and service providers

Personal suitability

  • Able and willing to work long hours on consecutive days during an election period
  • Remains calm and in control while under pressure
  • Remains impartial in all dealings during an electoral event
  • Maintains a professional demeanour and exercises judgment and tact
  • Learns quickly, understands complex concepts and adapts to changing circumstances
  • Remains sensitive and responsive to unique needs of electors
  • Works in teams, contributes as a team member
  • Attention to detail

2.2.4 Service centre support officer

Context

Type of position Must be qualified elector Must reside in ED Description Reports to Names provided by political entities
Office staff n/a n/a The SCSO performs data entry tasks required in the RO office. The SPS n/a

Position description

Key activity

Perform data entry tasks assigned by the service point supervisor or the automation coordinator.

Duties
  • Enter completed applications in REVISE such as registration certificates (EC 50050) and correction forms (EC 50049) from the polls
  • Strike names of electors in REVISE who voted at advance polls
  • Verify completeness and legibility of forms; return to the SPS incomplete or illegible forms for correction
  • Complete the Data Entry Batch Log (EC 40101)
  • Print Journal Report
  • Verify data entry activities against Journal Report
  • Complete batches of data entry
  • Perform corrections to batches
  • Return complete batches to SPS for verification and filing

Qualifications

Experience
  • Verifying information for completeness and accuracy
  • Entering data into an electronic database
  • Working in an automated environment
Knowledge of
  • Use and operation of keyboard
  • Data editing
  • Revision and special ballot voting process
  • REVISE system, after training
  • Roles and responsibilities of the SPS, AC and AAC
Abilities
  • Communication skills
  • Reading and visual skills to review forms for accuracy and completeness
Personal suitability
  • Remains impartial in all dealings during electoral event
  • Maintains a professional demeanour and exercise judgment and tact
  • Completes tasks and assignments in a timely and efficient manner

2.2.5 Financial officer

Context

Type of position Must be qualified elector Must reside in ED Description Reports to Names provided by political entities
Office staff n/a n/a The FO implements financial processes in the RO office and presents the RO with complete and accurate financial information using ROPS/SITES; and provides reliable and consistent financial management services as per the Financial Officer's Manual and other tools provided by RO or EC to assist in fulfilling duties. The RO; works in close association with the RO, ARO, AC, SPS, recruitment supervisor, office coordinator and training officer. n/a

Position description

Key activities
  • Provide financial advice for procurement of essential services and supplies.
  • Process payroll and accounts using ROPS/SITES.
  • Prepare financial reports.
  • Process supplier invoices and lease agreements.
  • Close financial accounts in database prior to closing the RO office.
  • Perform other duties as requested by the RO.
Duties
  • Provide financial advice for procurement of essential services and supplies
    • maintain Record of Reimbursable Expenses from Petty Cash (EC 11710)
    • maintain Acquisition Card Register (EC 11715)
    • ensure ED account number is recorded on Canada Post electronic waybills to guarantee reduced rates and direct billing to ECHQ (process currently under review)
    • manage the payment to suppliers
  • Process payroll and accounts using ROPS/SITES
    • manage the payment to workers
    • verify all transactions
    • track payments and fees
    • provide payroll information to employees and distribute the Your Pay pamphlet
    • safeguard personal and banking information
    • enter data and verify tombstone data into ROPS/SITES
    • complete and submit travel claims to ECHQ
  • Prepare financial reports
    • monitor RO budget and reconcile actual hours worked against approved budgets
    • prepare reports and solemn declarations for training sessions
    • provide RO with regular updates
  • Process supplier invoices and lease agreements
    • verify all supplier invoices to ensure all information is correct
    • ensure printing rates are compatible with those specified in the Directive on Certain Field Acquired Goods and Services in Conduct of Electoral Events
    • ensure grand total on Detailed Calculation of the Number of Ballot Papers Required (EC 10400) corresponds to invoice, as applicable
    • ensure that landlords' payment information is correct
  • Close financial accounts in the database prior to closing the RO office
    • on receipt of monthly statement, reconcile acquisition card expenses
    • send a copy of the Acquisition Card Register, monthly statement and receipts to ECHQ for payment
    • ensure all petty cash expenses are reconciled and sent within the allotted time frame
  • Perform other duties as requested by the RO
    • complete and send to EC/Operations Directorate requests for additional funds to ECHQ, if required

Qualifications

Experience
  • Processing accounting and payroll
  • Operating an automated accounts system
  • Interpreting and monitoring leasing and supplier arrangements
  • Using Windows-based computer applications
Knowledge of (acquired from training)
  • ROPS/SITES application
  • Payroll legislation as it applies to poll workers
  • Financial Officer's Manual (EC 10495)
  • Process for payments to office staff, election officers and landlords
  • Maintaining and recording expenditures
Abilities
  • Organizational skills to understand the substance of the work and how best to achieve it
  • Planning and scheduling skills to allocate and track time spent on work and to estimate workload requirements
  • Budgeting skills to monitor and track office budgets
  • Analytical reasoning skills to understand and synthesize issues, identify relevant information and formulate an opinion
  • Conflict resolution skills to address issues that arise between and among workers and/or suppliers
  • Proofreading skills to verify the accuracy of the work, wording or terms of various agreements, payroll and tax provisions
  • Listening and reading skills to perceive, interpret and/or understand messages, concepts or ideas, written instructions in various manuals/guides and directives from RO, EC or others
  • Communication skills to effectively provide instructions/information to workers, suppliers, landlords, etc., discuss issues and provide appropriate responses
  • Keyboarding proficiency to create electronic messages, written instructions and to capture data in EC's systems
Personal suitability
  • Remains impartial in all dealings during electoral event
  • Maintains a professional demeanour and exercise judgment and tact
  • Works in teams and contribute as a team member
  • Completes tasks and assignments
  • Provides advance warning of significant change in availability
Other
  • Must be eligible to obtain a security clearance (processed by EC)

2.2.6 Recruitment supervisor

Context

Type of position Must be qualified elector Must reside in ED Description Reports to Names provided by political entities
Office staff n/a n/a The recruitment supervisor manages the recruitment of advance and polling day workers and the training logistics; must be available at issue of writ to start setting up and training before candidates provide list of poll officials by Day 24.

The RO; works closely with the training officer and recruitment officer, if applicable.

n/a

Position description

Key activities
  • Recruit election officers.
  • Establish training schedule.
  • Provide guidance to prospective election officers.
  • Supervise the recruitment officer's work.
  • Perform other duties as requested by the RO.
  • Create a positive atmosphere with potential workers.
Duties
  • poll workers

    • contact potential poll workers from lists provided by political parties, electoral district associations, candidates or any other sources to determine availability and to invite them to training sessions
    • draw up and manage list of potential poll workers using automated tools
    • obtain the necessary information over the telephone to fill out the solemn declaration as completely as possible and encourage prospective poll workers to register for direct deposit
    • coordinate completion of the appointment and solemn declaration using ROPS/SITES with the financial officer
    • recruit poll workers and additional workers as needed
  • Establish training schedule: with training officer, assign training sessions to poll workers, and secure training space and essential documents
  • Provide guidance to prospective poll workers
  • Supervise the recruitment officer's work
  • Perform other duties as requested by the RO
  • Create a positive atmosphere with potential workers

Qualifications

Experience
  • Recruiting and selecting human resources
  • Using Windows-based computer applications
Knowledge of
  • Interview techniques and practices
  • Electoral process and roles of various positions to staff
  • The ED
  • The sources of potential employees
  • English and French: If the population using the minority language represents 5% or more of the electors in a polling division, the recruitment supervisor needs to be bilingual. If it is less than 5% of the electors, he needs to be able to provide bilingual service, at all times, but the service doesn't need to be provided by the recruitment supervisor
Abilities
  • Effective listening skills to assess qualifications of potential candidates and to hear and understand the stated requirements of the various managers within the office
  • Effective communication skills to clearly describe the roles, responsibilities and qualifications for various positions to prospective employees or to seek aid from contacts, and to organize training materials
  • Decision-making skills to establish relevance of issues, information and inquiries and to exercise judgment to arrive at conclusions and/or solutions
  • Analytical reasoning skills to understand and synthesize issues, identify relevant information and formulate an opinion
  • Effective computer skills to use and manage the Recruitment Management System (RMS) in the RO office
  • Listening and reading skills to perceive, interpret and/or understand messages, concepts or ideas, written instructions in various manuals/guides and directives from RO, EC or others
Personal suitability
  • Remains impartial in all dealings during electoral event
  • Maintains a professional demeanour and exercise judgment and tact when dealing with challenging situations and with people of different social and ethnic backgrounds
  • Seeks innovative and creative ways of finding prospective employees
  • Fosters a level of confidence in the organization and an enthusiasm to work there
  • Works in teams, contribute as a team member or lead teams
  • Completes tasks and assignment while providing regular updates

2.2.7 Recruitment officer

Context

Type of position Must be qualified elector Must reside in ED Description Reports to Names provided by political entities
Office staff n/a n/a The RO can appoint a recruitment officer to support recruitment activities. At the RO's discretion, he could start working as soon as the writ is issued. The recruitment supervisor n/a

Position description

The recruitment officer supports recruitment activities and works in close collaboration with the recruitment supervisor to facilitate the hiring and training of a sufficient quantity of poll workers to run an event.

Key activities
  • Communicate with potential poll workers whose names appear on the lists provided by political entities (or from other sources) to verify their availability and invite them to training sessions.
  • Assist with preparing supplies to be handed out to poll workers.
  • Obtain as much required information as possible over the phone to fill out the solemn declaration and encourage future workers to enroll in direct deposit for payroll.
  • Perform other tasks assigned by the returning officer.

Qualifications

Experience
  • Providing general office support
  • Using current office software programs
Knowledge of
  • The electoral district
  • Grammar and spelling rules
  • English and French: If the population using the minority language represents 5% or more of the electors in a polling division, the recruitment officer needs to be bilingual. If it is less than 5% of the electors, he needs to be able to provide bilingual service, at all times, but the service doesn't need to be provided by the recruitment officer
  • A language used by a minority or Indigenous peoples in the ED
Abilities
  • Effective communication skills to clearly explain the purpose of the call and to obtain required information
Personal Suitability
  • Remains impartial in all dealings during electoral event
  • Maintains a professional demeanour and exercise judgment and tact
  • Follows instructions and respect procedures outlined in the Control Sheet to call poll workers
  • Is willing to perform repetitive tasks

2.2.8 Training officer

Context

Type of position Must be qualified elector Must reside in ED

Description

Reports to Names provided by political entities
Office staff n/a n/a The TO prepares and trains poll workers to serve at the advance, ordinary, and LTC polls, ensuring that all electors receive the same quality service. A TO is required regardless of the size of the ED. The RO; works closely with the recruitment supervisor n/a

Position description

Key activities
  • Discuss the training plan with the RO, ARO, POM and recruitment supervisor, considering the four different training methods
  • Prepare to deliver training sessions
  • Deliver training sessions for poll workers
  • Conduct training evaluations

These activities and the duties listed below are shared between at least two (generally more than two) training officers in each ED.

Duties
  • Discuss the training plan with the RO, ARO, POM and recruitment supervisor, considering the four different training methods
    • establish a training schedule with the recruitment supervisor
    • consult the RO regarding the range of training methods to be used in the ED, including plans and contingencies; training methods may include classroom training, remote (webinar) training, self-training workbooks and online training courses
    • consult the RO/ARO/POM on logistical arrangements: audio-visual needs, preparation and distribution of training materials, number of classes and number of participants, local issues to emphasize
  • Prepare for the delivery of training sessions
    • complete the Training Officer Training Program on the Virtual Training Centre (VTC)
    • review training session material, poll worker guidebooks and other poll materials
    • prepare for and conduct dry runs of one or more training sessions, by training method (as appropriate) with the RO, ARO and others attending; adapt program preparations accordingly
    • organize training materials and audio-visual equipment for the training sessions
  • Deliver training sessions to poll workers
    • train poll workers, namely CPSs, DROs, registration officers and information officers, for ordinary, advance and polls in long-term care facilities
    • use the training materials and guidelines provided by EC (a clerk should help the training officer prepare and distribute training materials to learners)
    • follow EC instructions and lesson plans to ensure training is consistent and errors are reduced
    • obtain the poll workers' personal information (SIN, DOB and banking information for direct deposit) to avoid payment delays
    • administer solemn declarations for poll workers
    • conduct follow-up calls with learners who use the self-training workbooks and online training course
    • travel to remote areas, as required
  • Conduct training evaluations

Qualifications

Experience
  • Facilitating learning in diverse groups of adults in classroom and/or webinar settings
  • Using various audio-visual equipment
  • Using Windows-based computer applications
Knowledge of
  • Adult learning principles
  • Theories, practices and methodologies relating to designing training courses
  • Facilitation and training techniques as well as large group dynamics
  • The electoral process
  • Roles of electoral personnel
  • The ED where training sessions are being held
Abilities
  • Demonstrated ability to facilitate learning in diverse groups of adults: active listening skills, questioning and summarizing
  • Demonstrated ability to train efficiently within time constraints
  • Communicate effectively both orally and in writing: public speaking, give directions, provide answers, explain ideas and concepts, convey information and messages
  • Organizational abilities: plan and draw up schedules
  • Analyze and reason to understand and summarize questions quickly, identify relevant information and formulate opinions
  • Proficiency in both official languages, where required
  • Driving a vehicle where required (valid license)
Personal suitability
  • Remains impartial in all dealings during electoral event
  • Maintains a professional demeanour and exercise judgment and tact
  • Establishes appropriate level of rapport with participants in training sessions
  • Conveys complex messages and instructions in plain language
  • Follows instructions and respect procedures laid out in lesson plans
  • Engages participants and sustains their attention and interest

2.2.9 Hospital liaison officer

Context

Type of position Must be qualified elector Must reside in ED Description Reports to Names provided by political entities
Office staff n/a n/a The HLO accompanies the HSBC in acute care facilities. The SPS; appointed by RO in consultation with facility administrator n/a

Position description

Key activities
  • Accompany the HSBC in the facility.
  • Provide the HSBC with access to the secure areas of the facility so he may visit all hospitalized electors who are eligible to vote by special ballot.
Duties
  • Assist the HSBC in planning a route and scheduling visits each day
  • Provide the HSBC with access to secure areas of the facility

Qualifications

Experience
  • Dealing with the public
  • Working in acute care facility environment
Knowledge of
  • The ED where he is an election officer
  • General acute care facility layout
Abilities
  • Time management, planning and scheduling
  • Communication skills
Personal suitability
  • Remains impartial in all dealings during electoral event
  • Is bilingual
  • Is professional
  • Is considerate of the needs of electors

2.2.10 Community relations officer

Context

Type of position Must be qualified elector Must reside in ED Description Reports to Names provided by political entities
Office staff n/a n/a The CRO liaises with certain target groups* known to face barriers to registration and voting; acts as communication facilitator between target community and RO office The person designated by the RO to oversee CROs n/a

* Groups defined in more detail for each specific CRO description below.

Position description – general

Key activity

Provide information and assistance to members of their target group on where, when and ways to register and vote.

Duties
  • Establish and maintain relations with target groups
  • Finalize and implement an information distribution action plan
  • Maintain contact between the RO office and electors within the target groups through interaction with organizations representing or serving them
  • Distribute information electronically, and deliver virtual presentations to raise awareness and provide information about when, where and how to register and vote

  • Affix posters in lobbies of long-term care facilities, apartment buildings or in student residences, and distribute paper brochures to key organizations
  • Educate electors about the identification requirements to register and vote
  • Assist in making electoral process more accessible to targeted community
  • Consult and coordinate information distribution activities as required with other CROs or staff in RO offices located in neighbouring EDs
  • Assist the RO if requested with the search for suitable polling locations and help make the necessary arrangements to set them up (if arrangements can be done from home)
  • Keep the RO informed of activities/trends in target communities
  • Assist the RO and the training officer with recruitment and training

Qualifications

Experience
  • Building community relations
  • Volunteering or working for an organization providing services to the target group
  • Interacting with the target community within the ED
  • Providing outreach and community services
Knowledge of
  • Target group's customs, culture, sensitivities, languages, issues and concerns
  • Local organizations providing services to the target group
  • Key contacts and organizations in the community
Abilities
  • Communication
  • Strong interpersonal relations
  • Active listening and observation
  • Analytical reasoning
  • Effective time management
  • Proactive problem-solving
Assets
  • Knowledge of the electoral process
  • Knowledge of the roles and responsibilities of election officers
  • Bilingualism (English and French)
  • Knowledge of the principles set out in the Canadian Charter of Rights and Freedoms
  • Knowledge of the language(s) of the target group
  • Access to Internet and MS Office suite
Personal suitability
  • Remains impartial
  • Professional
  • A team player
  • Prepared to travel within the ED
  • Punctual and reliable
  • Conscientious, respectful and outgoing

2.2.11 Community relations officer – indigenous

Specific duties
  • Assist the training officer and the recruitment supervisor, at the RO's request in selecting, appointing and training Indigenous poll workers
  • Support an on-reserve vote-by-mail initiative, as required
  • Provide translation, interpretation and literacy services as needed
  • Coordinate the Aboriginal Elder and Youth Program – in particular, by helping the RO recruit and train program participants

2.2.12 Community relations officer – Accessibility

Specific duties
  • Disseminate information on assistive voting tools and information available in alternate formats
  • Verify accessibility of polling locations, as directed by the RO, one week before and on polling day(s) and complete appropriate documentation to ensure the sites meet accessibility standards
  • Act as resource to the POM to resolve accessibility issues on polling day(s)
  • Assist RO with initial fact finding on issues reported on accessibility feedback forms during advance polling days and advise RO of findings

2.2.13 Community relations officer – Official Languages/Ethnocultural

Specific duties
  • Liaise with ethnocultural community including minority language groups by interacting with organizations representing or serving that community
  • Provide translation, interpretation and literacy services as needed

2.2.14 Community relations officer – Homeless

Specific duties
  • Deliver virtual presentations to the administrators and occupants of the shelters and organizations offering services to the homeless to raise awareness about where, when and ways to register and vote
  • Identify special requirements in offering outreach for electors who are homeless and advise the RO

2.2.15 Community relations officer – Seniors

Specific duties
  • Maintain contact between the RO office and senior electors through interaction with administrators of long-term care facilities
  • Inform electors who live in long-term care facilities of where, when and ways to vote
  • Keep the RO advised of activities related to seniors voting

2.2.16 Community relations officer – Youth

Specific duties
  • Raise awareness of the electoral process through information distribution and virtual presentations
  • Liaise with administrators of post-secondary institutions within the ED to facilitate registration and voting
  • Keep the RO/AARO advised of activities related to voting and youth
  • As directed by the RO, refer young electors to the recruitment supervisor to work as poll workers
  • Propose new ways to make the electoral process more accessible
  • Consult and coordinate activities with CROs or other RO office staff from neighbouring EDs

* These specific duties apply to both CRO–Youth and CRO–ESPs.

2.2.17 Office coordinator

Context

Type of position Must be qualified elector Must reside in ED Description Reports to Names provided by political entities
Office staff n/a n/a Responsible for managing and controlling the day-to-day operations in the RO office The RO n/a

Position description

Key activities
  • Oversee office staff and schedule their work.
  • Manage the office.
  • Act as point of contact with suppliers and service providers
  • Act as point of contact for incident reports (EC 10051) and hazardous occurrence investigation reports (EC 10014)
  • Perform duties as required by the RO or ARO.
Duties
  • Oversee office staff and schedule their work
    • plan, coordinate and supervise the work of the financial officer, receptionist, support officer(s), shipping and inventory clerk, recruitment supervisor, and messenger, as applicable
    • coordinate recruitment, appointment and training schedules for staff and officers
    • offer support to the recruitment supervisor and training officer
    • monitor the time allocated and spent by staff and officers on assigned tasks
    • identify human resources needs and find replacement staff as required
    • train office staff
  • Manage the office
    • ensure that information, directions and other forms of correspondence are received, sorted and directed to the appropriate officer for action
    • secure essential services and ensure that office equipment is maintained and repaired
    • coordinate the set-up of training space and the distribution of training materials and supplies
  • Act as point of contact with suppliers and service providers
    • Control the inventory, replacement and distribution of office supplies, election materials and equipment
  • Act as point of contact for incident reports (EC 10051) and hazardous occurrence investigation reports (EC 10014)
    • Gather all forms in the office, and sort and direct them to the appropriate officer for action
  • Perform duties as required by the RO or ARO

Qualifications

Experience
  • Managing an office
  • Developing work schedules and plans
  • Managing human resources
  • Ordering and disbursing supplies and other inventoried materials
  • Using and maintaining office equipment
  • Problem solving
  • Using Windows-based computer applications
Knowledge of
  • Various programs developed by EC for use in the office
  • Roles and responsibilities of the RO office staff
  • Telephone features
  • English and French
Abilities
  • Organizational skills to understand the substance of the work and how best to achieve it
  • Budgeting skills to estimate resources required to perform the work
  • Decision-making skills to establish the relevance of issues, information and inquiries and to exercise judgment in arriving at conclusions and/or solutions
  • Analytical reasoning skills to understand and synthesize issues, identify relevant information and formulate an opinion
  • Conflict resolution skills to address issues that arise between and among office staff
  • Editing/proofreading skills to verify the accuracy of the work of the office staff
  • Keyboarding proficiency to create electronic messages and written instructions
Personal Suitability
  • Remains impartial in all dealings during electoral event
  • Maintains a professional demeanor and fosters such in office staff
  • Works in teams, contribute as a team member or lead teams
  • Completes tasks and assignments
  • Provides advance warning of significant changes in availability

2.2.18 Electoral material coordinator

Context

Type of position Must be qualified elector Must reside in ED Description Reports to Names provided by political entities
Office staff n/a n/a The EMC manages and controls the inventory of election materials; the hours allocated to this position are determined by the budget and the size of the ED The RO, ARO (or the POM) n/a

Position description

Key activity
  • Ensure the receipt, recording, storage, safekeeping and distribution of election materials
  • Perform other duties as assigned by the RO or the ARO
Duties
  • Ensure the receipt, recording, storage, safekeeping and distribution of election materials
    • Receive and record receipt of shipped goods
    • Verify the orders received against the order form and ensure that the materials are in good condition
    • Notify the RO, ARO or the POM of any missing or damaged goods
    • Inventory all election materials received from EC and various suppliers
    • Control distribution of office supplies and election materials
    • Order election materials and process requests for supplies through the Supply Management System by intranet (SMSi)
    • Submit orders to the RO or ARO for approval
    • Control access to storage room
    • Keep the storage room clean and well organized so that forms and materials are easy to find
    • Inventory and return all unused election materials to EC after closing the office
    • Package election materials and office supplies for pick-up and shipping
    • Assist the training officer with assembly of material for training sessions
  • Perform other duties as assigned by RO or ARO

Qualifications

Experience
  • Operating common office equipment
  • Inventory management
  • Safeguarding assets
  • Ordering and local purchasing
  • Packaging and shipping of materials and supplies
Knowledge of
  • Local suppliers
  • Inventory control methods and management
  • Procedures for safe handling and storage of supplies and materials
  • EC inventory system
  • English or French
Abilities
  • Oral skills to discuss supplies and equipment with the office coordinator, RO, ARO, local suppliers and the FSN, and to understand expectations and deliverables
  • Math skills to count and account for the movement of assets in and out of inventory
  • Organizational skills to ensure the orderly processing, display and storage of materials and supplies, and to predict the appropriate time to reorder materials or supplies
  • Listening skills to hear and understand questions and messages about the use, order and distribution of materials and supplies.
  • Reading skills to identify the various types of materials and supplies and to understand any special packing, unpacking or storage instructions.
  • Keyboarding skills to operate the automated system for ordering materials
  • Visual skills to locate and place materials, supplies and equipment in the storage room
  • Dexterity to handle materials, supplies and equipment.
  • Capacity to handle heavy boxes (up to 35 lbs./16 kg)
Personal suitability
  • Adapt and learn quickly
  • Maintain a professional demeanour at all times
  • Remain calm under pressure
  • Remain impartial in all professional relationships during electoral event
  • Exercise judgment and tact when dealing with issues and people
  • Fulfill and honour commitmentsCompletes

2.2.19 Receptionist

Context

Type of position Must be qualified elector Must reside in ED Description Reports to Names provided by political entities
Office staff n/a n/a The receptionist receives and routes telephone calls and greets visitors in the RO office. More than one person can share this position. In smaller offices, the person provides office and administrative support. The AARO office may also require a receptionist. The office coordinator. Also the RO or the ARO. n/a

Position description

Key activity

Perform duties assigned by the RO, ARO, AARO or office coordinator.

Duties
  • Greet the public, including candidates at the office
  • Maintain Visitor Register
  • Answer/direct telephone calls
  • Provide general information
  • Receive and process mail
  • Receive supplies and deliver them to electoral material coordinator when necessary
  • Prepare targeted revision kits (as required)
  • Keep files organized
  • Store and distribute forms
  • Perform other duties as required

Qualifications

Experience
  • Answering the telephone and taking messages
  • Keyboarding
  • Receiving and distributing supplies
  • Opening, sorting and routing mail
Knowledge of
  • Procedures for receiving and greeting clients/electors
  • File keeping and filing systems
  • Telephone etiquette
  • Electoral process
  • English and French
Abilities
  • Communication skills
  • Organizational skills
  • Keyboarding skills
  • Visual skills
  • Proofreading skills
Personal suitability
  • Remains impartial during electoral event
  • Maintains a professional demeanour and exercise judgment and tact
  • Adapts and learn quickly
  • Is innovative and proactive in identifying opportunities to contribute
  • Works in teams, contribute as a team member
  • Completes tasks and assignments
  • Provides advance warning of significant change in availability

2.2.20 Support officer

Context

Type of position Must be qualified elector Must reside in ED Description Reports to Names provided by political entities
Office staff n/a n/a The support officer provides office and administrative support to the RO, the ARO and office staff. The office coordinator; also the RO or the ARO. n/a

Position description

Key activity

Perform duties assigned by the office coordinator, RO and ARO.

Duties
  • Type letters, lists, memoranda, emails and other documents or correspondence
  • Receive and read emails/faxes and distribute them to appropriate staff
  • Assemble supplies for election officers
  • Maintain files
  • Store and distribute forms
  • Affix labels on envelopes and cards
  • General office duties as required

Qualifications

Experience
  • Performing general office services
  • Operating common office equipment
Knowledge of
  • Grammar and spelling
  • File keeping and filing systems
  • Formatting correspondence
  • English and French
Abilities
  • Communication skills
  • Organizational skills
  • Keyboarding skills
  • Data entry skills
Personal suitability
  • Remains impartial in all dealings during electoral event
  • Maintains a professional demeanour and exercise judgment and tact
  • Adapts and learns quickly
  • Works in teams and contribute as a team member
  • Completes tasks and assignments
  • Provides advance warning of significant change in availability

2.2.21 Office messenger

Context

Type of position Must be qualified elector Must reside in ED Description Reports to Names provided by political entities
Office staff n/a n/a The messenger provides courier service for the RO office. The office coordinator. Also the RO and the ARO. n/a

Position description

Key activity

Perform duties assigned by the office coordinator, RO and ARO.

Duties
  • Deliver and pick up packages, files and kits
  • Distribute mail and supplies
  • Run errands
  • General office duties as required

Qualifications

Experience
  • Providing delivery and messenger services
  • Driving a vehicle (valid license)
Knowledge of
  • ED where he is active
  • English and French
Abilities
  • Communication skills
  • Organizational skills
  • Visual skills to locate and place materials
  • Strength to handle packages and heavy boxes (up to 35 lbs/16 kg)
Personal suitability
  • Remain impartial in all dealings during electoral event
  • Maintain a professional demeanour and exercise judgment and tact
  • Adapt and learn quickly
  • Show initiative
  • Complete tasks and assignments

2.3 Election officers who are poll workers

Election officers who work at polling places are described as poll workers, in simple terms. The various tasks, duties and powers described in the Canada Elections Act have been attributed to specific roles within the polling place where electors go to vote.

Poll workers must be Canadian citizens and 16 years old or older on election day.

Overview of poll workers' duties

The base staffing model for the smallest polling place, i.e. single polls, is one DRO, two CPSs, one registration officer and an information officer. Larger polling places have more poll workers based on need. An overview of poll workers' duties is listed below. Refer to the individual position descriptions for a complete set of duties.

  • The DRO per voting desk is responsible for voting procedures at the polling station.
  • The registration officer sits at the registration desk, dealing with more complex elector situations such as registration and vouching, and completes some of the procedures required to get the electors ready to vote.
  • One CPS oversees voting and the registration desk, ensuring compliance and good service, and covers breaks for the DRO, the registration officer and the second CPS.
  • The other CPS ensures smooth running in all other aspects of the polling place. He supervises the information officer, ensures compliance and good service, and also covers breaks, including for the other CPS. This CPS deals with candidates, representatives and other visitors.

    CPSs at a polling place share all responsibility for success at the polling place. They need to assist each other in all areas as needed, even though they might lead in different areas at different times – before, during and after voting, during the ballot count and while electoral materials are being organized.

2.3.1 Deputy returning officer

Context

Type of position Must be Canadian, at least 16 years old on polling day Must reside in ED Description Reports to Names provided by political entities
Election officer & Poll worker n/a The DRO ensures that all electors are able to cast their ballot in an orderly fashion; opens and closes polling stations on polling days; and counts ballots on polling night.* The CPS; the RO uses the CPS as liaison between the polling station and the RO

* Specific DRO roles are outlined at the end of this section.

The RO appoints one DRO in each polling station. Appointments are made on Solemn Declaration for election or referendum officers) (EC 10130) forms, generally before the RO, the ARO or the AARO. The training officer may also take the declarations if delegated by the RO to do so. DROs must retain a copy of the form as proof of their authority to act and bring it with them when they are working; the RO keeps the original.

For distant polling stations where the DRO will not attend a formal training session, the RO sends the completed solemn declaration forms to the prospective poll workers, who must make the solemn declaration before a commissioner for taking affidavits (a judge or notary authorized to receive solemn declarations in the province or territory) and return the original to the RO.

The person taking the solemn declaration or affidavit under the Canada Elections Act must provide these services free of charge.

At the same time, the RO sends distant poll workers their guidebooks so they can read them before starting work.

The RO can appoint additional DROs to be on standby. These additional DROs will replace DROs who are unable to work or who do not show up on polling day. They are paid to attend a training session, and are paid to be on standby.

Position description – general

Key activities
  • Oversee voting within a specific polling station
  • Ensure candidates' representatives follow rules and procedures
  • Manage lists of electors
  • Maintain peace and good order within a specific polling station
  • Count ballots and complete Statement of the Vote
Duties
  • Set up and open the polling station according to the instructions for safe set-up and service
  • Open the polling station at the prescribed time
  • Verify and accept ID, and enforce ID policy
  • Manage lists of electors by recording:
    • Electors who voted, using forms and lists of electors
    • Exceptional voting procedures and solemn declarations taken by electors
    • Important events that occur at the polling station.
  • Complete sequence number sheets
  • Issue ballots
  • Balance the number of ballots throughout the day
  • When required: complete correction forms, voting status certificates, helper forms and qualification forms
  • Count ballots on election night, with the support of a second poll worker
  • Complete and sign the Statement of the Vote with the final tally of vote counts 
  • Ensure the return of the ballot box to the RO office on polling night, either directly or through another election officer, such as the CPS

Qualifications

Experience
  • Dealing with large groups – reception and orderly flow
  • Public relations
  • Supervision and conflict resolution
  • Understanding and applying complex rules and procedures
Knowledge of
  • ED where he is active
  • Spoken English and French, based on the specific needs of the polling place where he will be assigned. If the person is not bilingual, use EC 50140
  • Federal electoral process and special voting rules
  • Methods, techniques and practices of public relations and conflict resolution
Abilities
  • Decision-making skills to exercise sound judgment
  • Analytical reasoning skills to understand and synthesize issues, identify relevant information and formulate an opinion
  • Organizational skills
  • Communication skills to simplify complex ideas/concepts into plain language and to clearly convey information
Personal suitability
  • Remains impartial in all dealings during electoral event
  • Maintains a professional demeanour and exercise judgment and tact
  • Remains focused and committed to the electoral process
  • Remains sensitive and responsive to the needs of electors, candidates, their representatives and election officers
  • Is available and prepared to work long hours

2.3.2 Deputy returning officer – Mobile polls

DROs in mobile polling stations may be required to open and close at several facilities in consecutive order on polling day, whereas the DRO at an ordinary poll only closes once.

2.3.3 Deputy returning officer – Advance polls

Specific duties
  • Open their advance polling stations on four separate days and count ballots on election day
  • Ensure safekeeping of ballot boxes between the end of advance polls and election day, and in between voting days
  • Complete the Record of Electors (EC 50080)

2.3.4 Deputy returning officer – Correctional institutions

The DRO (Correctional) must have a valid security clearance or be eligible to obtain one.

The DRO (Correctional) is appointed by the RO in consultation with the liaison officer (LO) in the correctional institution to establish one or more polling stations. He is in charge of the polling stations in the institution and is assisted by the poll clerk. On Day 12, the DRO–Correctional receives instructions and reports to the LO. To eliminate any possibility of intimidation, it is recommended that this DRO be appointed from a group well received by the incarcerated: chaplain, social worker, member of John Howard Society, Elizabeth Fry Society or the Inmates Advisory Committee.

Specific duties
  • Set up polling station: check material; organize supplies; ensure electors follow rules and procedures; advise LO or correctional institution personnel of any disturbances.
  • Serve electors voting in correctional institution: give electors pre-filled application forms; register electors who have not registered prior to Day 12; direct the vote; serve electors confined to cells or in infirmary, under the direction of LO; serve electors at 2 different institutions pre-determined by RO, in consultation with LO.
  • Close polling station: follow detailed instructions in the Aide-mémoire for Closing RO Offices (EC 77024) to be sure ballots and important materials are correctly organized and sent/transferred; give electoral material to LO.
  • Admit party representatives: obtain and review the Authorization of a Political Party Representative – Incarcerated Elector (EC 77001); inform political parties' representatives of polling station procedures.

Qualifications

Experience
  • Working in a secure environment
  • Working in a stressful environment
Strongly recommended
  • Is a member of a group or facility that provides services to inmates

2.3.5 Deputy returning officer – Counting local special ballots

The counting of local special ballots is done only in the RO office.

The DRO (counting local special ballots) verifies outer envelopes and counts special ballots cast within the ED.

Depending on the number of local special ballots, the RO shall appoint one or more DROs.

Specific duties
  • Verify outer envelopes and count special ballots
  • Verify and sign Statement of the Vote (EC 78760)
  • Report results to RO

2.3.6 Poll clerk

Context

Type of position Must be Canadian and at least 16 years old on polling day Must reside in ED Description Reports to Names provided by political entities
Election officer & Poll worker n/a Makes all required entries on the list of electors; replaces the DRO and performs his duties when he is unable or unavailable to do so* The DRO

* Specific poll clerk roles are outlined at the end of this section.

Position description – general

Key activities
  • Assist DRO in setting up, opening and closing polling station.
  • Count ballots on polling night.
  • Prepare certificates and forms, and maintains records
  • Ensure that voting proceeds in an orderly fashion.
Duties
  • Help the DRO set up and open the polling station
  • Verify that the elector's name appears on the lists of electors, and that their information matches the ID provided
  • Prepare certificates and forms, and maintains records
  • Complete the Sequence number sheets for candidates and their representatives
  • Keep track of:
    • electors who voted, using forms and lists of electors
    • exceptional voting procedures and solemn declarations taken by electors
    • important events that occur at the polling station
  • Help the DRO count ballots, complete the official paperwork and organize the return of materials

Qualifications

Experience
  • Dealing with large groups – reception and orderly flow
  • Public relations
  • Understanding and applying complex rules and procedures
  • Accurate recording and processing of information
  • Decision making and working under pressure
Knowledge of
  • ED where he is active
  • Spoken English and/or French based on the specific needs of the polling station he will be assigned to. NOTE: If the person is not bilingual, use EC 50140
  • Methods, techniques and practices of public relations and conflict resolution
  • Federal electoral process and special voting rules, after training
  • DRO Manual (Counting Local Special Ballots) (EC 78700), after training
Abilities
  • Decision-making skills to exercise sound judgment
  • Analytical reasoning skills to understand and synthesize issues, identify relevant information and formulate an opinion
  • Organizational skills
  • Communication skills to simplify complex ideas/concepts into plain language and to clearly convey information and messages to other people
  • Leadership skills
Personal suitability
  • Remains impartial in all dealings during electoral event
  • Maintains a professional demeanour and exercise judgment and tact
  • Remains focused and committed to electoral process
  • Remains sensitive and responsive to needs of electors, candidates, their representatives and election officers
  • Is available and prepared to work long hours
  • Provides advance warning of significant change in availability

2.3.7 Poll clerk – Correctional institutions

The poll clerk must have a valid security clearance or be eligible to obtain one. The poll clerk for incarcerated electors is appointed by the RO in consultation with the LO. To eliminate any possibility of intimidation, it is recommended that this poll clerk be appointed from a group well received by the incarcerated: chaplain, social worker, member of John Howard Society, Elizabeth Fry Society or the Inmates Advisory Committee.

Specific duties
  • Assist the DRO in ensuring that all incarcerated electors are able to cast their vote in an orderly fashion
  • Assist electors:
    • if the elector has a pre-filled application: locate elector's application form; put bar code sticker on application and a matching bar code sticker on a blank outer envelope; give elector list of candidates
    • if the elector does not have a pre-filled application: find elector's electoral district in the Guide to Federal Electoral Districts
  • Assist DRO at closing polling station

Qualifications

Experience
  • Working in a secure environment
  • Working in a stressful environment
Personal suitability
  • Is sensitivity to potential conflict and adaptabe to escalate issues quickly and efficiently
Strongly recommended
  • Is a member of a group or facility that provides services to inmates

2.3.8 Poll clerk – Counting local special ballots

Specific duties
  • Assist the DRO in verifying outer envelopes and counting special ballots cast within ED. Depending on the number of local special ballots, the RO can appoint more than one poll clerk.

The counting of local special ballots is done only in the RO office.

2.3.9 Central poll supervisor

Context

Type of position Must be Canadian and at least 16 years old on polling day Must reside in ED or in adjacent ED Description Reports to Names provided by political entities
Election officer & Poll worker n/a The CPS prepares and manages a central polling place that has multiple polling stations; helps other election officers follow established procedures. The RO; works in close association with DROs, IOs and registration officers

Floating Central poll supervisor

There must always be at least one CPS at every polling place.

one polling place to another during advance and ordinary polling days to support in providing break coverage for poll workers.

Position description

Key activities
  • Help ensure proper application of CEA in the polling place
  • Ensure quality of service and compliance
  • Oversee and support the work of election officers within a polling place
  • Address any problems that may arise
  • Help ensure the integrity of the vote
  • Support ballot counting and phone in results
  • Provide breaks to poll workers
  • Oversee organizing the sending/transferring of election material
Duties

a) Site activities

  • Confirm the accessibility of the polling place before and throughout voting days
  • Before polling day, contact poll workers to confirm their availability to work at given dates and times
  • Before polling day, review all instructions and prepare the plans for the polling day(s)
  • Confirm that the polling place is set up in a safe manner, and that signage has been posted directing electors on safe practises and where to go
  • Distribute materials to poll workers as needed
  • Make sure polling stations are properly set up and open at the prescribed time
  • Confirm with the RO that scheduled staff are on site and polling stations are ready to open, and advise the RO if any replacement staff is needed
  • Relay information between the RO, ARO and poll workers
  • Admit candidates' representatives to the polling place, give them guidelines and monitor their activities throughout the day
  • Manage the polling place and remove any partisan materials
  • Supervise information officers
  • Replace information officers who didn't show up or are taking a break, by assuming all of their duties

b) Voting activities

  • Issue transfer certificates, as needed
  • Supervise election officers and do several quality control checks throughout the day to ensure procedures are followed and forms are completed correctly
  • Provide breaks for the DRO and registration officers, ensuring that they each have an opportunity to step away from the voting room, if possible
  • Replace a DRO and registration officer who didn't show up or is taking a break, by assuming all of their duties
  • Resolve conflicts between election officers and candidates' representatives or electors
  • Discuss any conflicts or questions with the RO or ARO and document all incidents
  • Ensure that polling stations close at the prescribed time
  • Manage the collection and return of ballot boxes and election materials
  • Complete timesheets for staff paid and deliver them to the RO office
  • On election night:
    • supervise the ballot count
    • support the DRO and other election officers in the count
    • phone in the results for each polling station
    • verify the various forms and paperwork completed by the poll workers

Large polls with two or more supervisors can and should separate tasks.

Qualifications

Experience
  • Dealing with large groups – reception and orderly flow
  • Public relations
  • Supervision and conflict resolution
  • Understanding and applying complex rules and procedures
  • Performing related duties
Knowledge of
  • ED where he is active
  • English and/or French based on the specific needs of the polling station where he will be assigned. If the person is not bilingual, use EC 50140
  • Roles and responsibilities of election officers within the polling place
  • Federal electoral process
  • Federal voting rules
  • Methods, techniques and practices of public relations and conflict resolution
Abilities
  • Decision-making skills to exercise sound judgment; analytical reasoning skills to understand and synthesize issues, identify relevant information and formulate an opinion
  • Organizational skills
  • Communication skills to simplify complex ideas/concepts into plain language and to clearly convey information and messages to other people
Personal suitability
  • Remains impartial in all dealings during electoral event
  • Maintains a professional demeanour and exercise judgment and tact
  • Remains focused and committed to the electoral process
  • Remaisn sensitive and responsive to the needs of electors, candidates, their representatives and election officers
  • Is available and prepared to work long hours

2.3.10 Registration officer

Context

Type of position Must be Canadian and at least 16 years old on polling day Must reside in ED or in adjacent ED Description Reports to Names provided by political entities
Election officer & Poll worker n/a The registration officer completes or pre-fills registration certificates, correction forms, helper forms and vouching forms; he may request to see elector identification. The CPS

Position description

Key activities
  • Collect personal information from electors who wish to register or update their information.
  • Inform electors of ID requirements to vote.
  • Find electors polling station and directs them accordingly.
Duties
  • Greet electors and explain the registration process and ID requirements
  • Request personal identification and residence information
  • Consult the Poll Key to determine electors' polling division
  • Find the appropriate polling station for electors with no VIC, and directs them to it
  • Direct, if needed, all electors to their polls if no Information officer is present
  • Complete or pre-fills registration certificates, correction forms, vouching forms, and helper forms
  • Instruct electors to take their certificate and ID to their polling station
  • Support the CPS and DROs in the closing procedures, including counting ballots

Qualifications

Experience
  • Receiving, obtaining and recording personal information from the general public
Knowledge of
  • ED where he is active
  • French and/or English based on the specific needs of the polling station where he will be assigned. If the person is not bilingual, use EC 50140
  • Registration process
  • Federal electoral process
  • Roles and responsibilities of election officers within the polling place
Abilities
  • Decision-making skills to exercise sound judgment
  • Analytical reasoning skills to understand and synthesize issues
  • Communication skills
  • Conflict resolution skills
  • Organizational skills
Personal suitability
  • Remains impartial in all dealings during electoral event
  • Maintains a professional demeanour and exercise judgment and tact
  • Remains focused and committed to the electoral process
  • Remains sensitive and responsive to elector's needs
  • Understands the importance of keeping information confidential

2.3.11 Information officer

Context

Type of position Must be Canadian and at least 16 years old on polling day Must reside in ED Description Reports to Names provided by political entities
Election officer & Poll worker n/a The IO provides information services within a polling place; works in close association with the CPS to ensure electors are able to cast their ballots in an effective and safe manner. The CPS

Position description

Key activities
  • Assist the CPS in the set-up, opening and closing of the polling place
  • Direct electors to appropriate polling station, if necessary
  • Greet candidates and their representatives, and directs to them to the CPS
  • Collect forms, certificates and sequence number sheets; organizes the sequence number sheets for the candidates on election day
  • Perform other duties as requested by CPS
Duties
  • Support the CPS in preparing to open the poll
  • Set up the polling place:
    • put up signage
    • verify that workers know where parking, bus stops and bathrooms are located, and other general information, in order to adequately answer electors' questions
    • know which election officers speak which languages, so that if an elector arrives who does not speak their language, they know who can help
    • understand the flow of electors, where line-ups are likely to form, and safety precautions being implemented
  • Greet electors arriving at the polling place
  • Direct electors to their polling station or to the registration desk
  • Remind electors to have their VIC and ID available and answers their questions
  • Recognize when an elector may need extra assistance and help them as necessary
  • On election day, collect and organize sequence number sheets for candidates
  • Greet candidates or representatives, and direct them to the CPS or give them their sequence number sheets
  • Assist the CPS in controlling traffic and with any other activities:
    • at polling places not equipped with automatic door openers, stay by the doors at all times
    • open doors for electors who may have difficulty getting in
    • where electors may have to line up, ensure that they are doing so in a safe manner and following the guidelines posted
    • sanitize high-use surfaces, such as door handles, hand rails, service desks, etc.
  • Ensure that the poll closes at the prescribed time and that electors already inside the polling place at closing time have exercised their right to vote
  • Support the CPS or DROs in closing procedures, including counting the ballots

Qualifications

Experience

Welcoming and directing large groups to ensure that circulation occurs in an orderly fashion.

Knowledge of
  • Roles and responsibilities of election officers within the central polling place
  • English and/or French based on the specific needs of the polling station where he will be assigned. If the person is not bilingual, use EC 50140
Abilities
  • Communication skills
Personal suitability
  • Remains impartial in all dealings during electoral event
  • Maintains a professional demeanour and exercise judgment and tact
  • Remains focused and committed to the electoral process
  • Remains sensitive and responsive to the needs of others
  • Completes tasks and assignments
  • Provides advance warning of significant changes in availability

2.4 Election officers who are election workers

2.4.1 Service point supervisor

Context

Type of position Must be qualified elector Must reside in ED Description Reports to Names provided by political entities
Election officer n/a The SPS manages the service centre within an RO, AARO or ESP office; if working in the RO office, may also coordinate targeted revision, acute care voting, home visits and data entry, as well as train AARO office staff where required. Recruits and trains service centre staff. The RO or AARO-ESP; works closely with the AC n/a

Position description

Key activities
  • Train service centre staff in RO, AARO and AARO-ESP offices
  • Supervise the work of SAs, SCCs, HSBCs; the CRO-Seniors have a functional reporting relationship to the SPS as it pertains to liaising with long-term care facilities
  • Coordinate outreach activities such as targeted revision, special ballot voting in acute care facilities, isolated areas and home visits (not applicable to SPSs working in ESPs)
  • Ensure the steady flow of data entry in REVISE and update the RO (not applicable to SPSs working in ESPs)
  • Coordinate the count of local special ballots on Day 0 (not applicable to SPSs working in ESPs)
  • Ensure that data entry of sequence number sheets from polling day is completed

NOTE: Two part-time persons can share the duties of one SPS position.

Duties
  • Train service centre staff in RO, AARO and AARO-ESP offices
    • train the other SPSs who will be working in the RO office
    • train service agents (SAs), including those who will work in the AARO and AARO-ESP offices
    • train service centre support officers (SCSOs) – RO office only
    • train hospital special ballot coordinators (HSBCs) and community relations officers working with seniors (CRO-Seniors) – not applicable to ESP offices
    • train AARO-ESPs and SPSs who will be identified to work at external service points (ESPs)
    • train staff as per their respective manuals and the Service Point Supervisor Manual (EC 40231)
  • Supervise the work of SAs, SCCs, and HSBCs
    • ensure SAs review each other's work
    • plan work schedule and manage timesheets for SAs
    • observe the quality of the work done by SAs, SCCs, and HSBCs
    • process and verify all registrations for revision and special ballot voting received by mail, fax or third party
    • manage ballot box content daily
    • ensure documents with elector information, ballot boxes and outer envelopes are securely stored at end of each day
    • record and verify daily hours worked by service centre staff using the Report on the Hours Worked by Service Centre Staff (EC 40102)
  • Coordinate outreach activities such as targeted revision (TR), special ballot voting in acute care facilities, isolated areas, correctional facilities and home visits (not applicable to SPSs working in ESPs)

    a) Targeted revision
    • coordinate TR activities using TOPR
    • schedule SAs for site visits
    • print applicable forms for TR activities
    • distribute kits to SAs for targeted revision
    • direct the CRO-Seniors in contacting administrators of long-term care facilities to inform them of voting options
    • sort and count forms
    • verify accuracy, completeness and legibility of all revision forms; if errors are found, inform the SAs and request changes
    • inform RO of any electors with special needs that must be accommodated to complete registration
    b) Special ballot voting in acute care facilities
    • Help identify HSBC candidate(s) for RO to hire
    • train the HSBC(s)
    • train SAs on how to support acute care voting in the RO office or AARO office
    • provide materials to the HSBC
    • offer support to the HSBC
    c) Special ballot voting in isolated areas
    • determine with the RO what areas may require special ballot voting – these should first be approved by ECHQ
    d) Special ballot voting for home visits
    • ensure electors requesting a visit meet the legislative requirements to vote by special ballot from home
    • make sure elector is aware of all other voting options, including voting by mail, and that these options are not possible
    • provide materials to SA doing the visit
    e) Special ballot voting in correctional facilities
    • train election workers who will conduct special ballot voting in correctional facilities, if applicable
  • Ensure steady flow of data entry in REVISE and update the RO (not applicable to SPSs working in ESPs)
    • maintain various ledgers
    • ensure data is verified
    • ensure batches are entered in REVISE and filed according to instructions
    • coordinate data entry of registration certificates (EC 50050) and correction forms (EC 50049) from the polls
    • coordinate advance poll strikes
  • Coordinate the count of local special ballots on Day 0 (not applicable to SPSs working in ESPs)
    • assist in appointing required DRO and poll clerks
    • train DROs and poll clerks
    • prepare materials for the count
    • support DROs and poll clerks during verification and the count
Qualifications
Experience
  • Managing human resources, including staff relations
  • Using computer applications
Knowledge of
  • Electoral process
  • ED in which he is active
  • Revision and special ballot voting process
  • AC's role and responsibilities
Abilities
  • Organizational skills to understand the substance of the work and how best to achieve it
  • Planning and scheduling skills
  • Budgeting skills
  • Leadership skills
  • Decision-making skills
  • Analytical reasoning skills
  • Conflict resolution skills
  • Basic computer skills and keyboarding proficiency to use REVISE
  • Communication skills to simplify complex ideas/concepts into plain language and to clearly convey information and messages to other people within the office and externally
Personal suitability
  • Remains impartial in all dealings during an electoral event
  • Maintains a professional demeanour and exercise judgment and tact
  • Learns quickly, understand complex concepts and adapt to changing circumstances
  • Sensitive and responsive to special needs of electors
  • Works in teams, contribute as a team member
  • Completes tasks and assignments in a timely and efficient manner
  • Attention to detail
Other
  • Must be eligible to obtain a security clearance (processed by EC)

2.4.2 Assistant service point supervisor

Context

Type of position Must be qualified elector Must reside in ED Description Reports to Names provided by political entities
Election officer n/a The ASPS assists in managing the service centre in high-volume external service points (ESPs) or RO offices that coordinate many outreach activities. The SPS n/a

Position description

Key activities
  • Manage the service centre when the SPS is training staff or is out of the office coordinating outreach initiatives
  • Supervise the work of SAs

NOTE: Two part-time persons can share the duties of one ASPS position

Duties
  • Manage the service centre when the SPS is training staff or is out of the office coordinating outreach initiatives
    • ensure that documents with elector information, ballot boxes and other envelopes are securely stored at the end of each day
    • record and verify daily hours worked by service centre staff using the Report on the Hours Worked by Service Centre Staff (EC 40102)
  • Supervise the work in the service centre
    • ensure SAs review each other's work
    • plan work schedule and manage timesheets for SAs
    • observe the quality of the work
Qualifications

Qualifications are identical as for the Service point supervisor (section 2.4.1).

2.4.3 Service agent

Context

Type of position Must be Canadian and at least 16 years old on polling day Must reside in ED or in an adjacent ED Description Reports to Names provided by political entities
Election officer n/a Using REVISE, the SA provides revision and special ballot voting services to electors in the RO, AARO and AARO-ESP offices. He may also do targeted revision and special ballot voting in isolated areas and for home visits, as required. The SPS

For service agents working in:

  • The RO office, employment is for the entire electoral calendar: from the issue of the writ to Day 0 inclusively.
  • The AARO office, employment is for most of the electoral calendar: from the issue of the writ to Day 6 until 9:00 p.m. inclusively.
  • The ESP office, employment is for 5 days: from Day 16 to Day 12 until after close of office.

Note: Two or more part-time persons may share the duties of each position. The time frames above may vary, and may not include training days.

Position description

Key activities
  • Process revision and special ballot voting requests and issue ballots to electors.
  • Conduct targeted revision or other outreach related services such as special ballot voting in isolated areas or home visits.
  • Perform ballot box management daily and ensure that documents containing elector information, ballots boxes and ballots are securely stored at end of each day.
Duties
  • Greet electors and determine which service they require
  • Verify their identity/address
  • Enter elector information in REVISE system or on paper application forms, as applicable
  • Print and verify REVISE Journal Reports and partner's Journal Reports for completeness
  • Provide completed Journal Reports to the SPS for verification and follow-up
  • Inform electors of other voting options
  • Issue special ballot voting kits to electors once registered to vote by special ballot
  • Assist electors in casting their vote, as required
  • Visit electors in new developments, high-mobility areas, long-term care facilities, post-secondary institutions and residences without ESP offices, and First Nations reserves
  • Staff public revision desks on campuses without ESP offices and lobbies of high rises
  • Complete paper revision forms
  • Return forms to the office and give them to the SPS for verification
  • Make corrections as instructed
  • Participate in special ballot voting outreach in isolated areas, home visits, etc.
  • Keep materials organized and secure at all times
  • Manage ballot box contents daily with a supervisor present as of Day 19 (Day 15 for ESP offices)
  • Receive outer envelopes (check the local outer envelope in REVISE)
  • Send local outer envelopes and related material to the RO office daily as of Day 19 (Day 15 for ESP offices)
  • Generate, print and manage reports

Qualifications

Experience
  • Client service
  • Secure handling of files and records
  • Receiving, sorting and recording information
  • Decision making
  • Working under pressure
Knowledge of
  • Electoral process
  • ED in which he works
  • Revision and special ballot voting process
  • English and/or French based on the specific needs of the service centre to which he will be assigned.
Abilities
  • Analytical reasoning skills
  • Communication skills
  • Editing/proofreading skills
  • Map-reading skills to determine correct polling division
  • Drive a vehicle where required (valid license)
  • Time management, planning and scheduling
Personal Suitability
  • Remains impartial in all dealings during electoral event
  • Maintains a professional demeanour and exercises judgment and tact
  • Keeps information confidential
  • Learns quickly, understands complex concepts and adapts to changing circumstances
  • Is sensitive and responsive to special needs of electors
  • Works in teams, contributes as a team member
  • Completes tasks and assignments in a timely and efficient manner
  • Has attention to detail
  • Is available and willing to work varying schedules

2.4.4 Hospital special ballot coordinator

Context

Type of position Must be Canadian and at least 16 years old on polling day Must reside in ED or in an adjacent ED Description Reports to Names provided by political entities
Election officer
(must be 18)
n/a The HSBC provides special ballot voting services in acute care facilities The SPS; appointed by RO in consultation with facility administrator

Position description

Key activities
  • Register hospitalized electors to vote by special ballot and issue them a ballot.
  • Manage and secure voting materials.
  • Promptly transmit materials to RO office or AARO office for processing.
Duties
  • Hand out information notices to hospitalized electors informing them of the upcoming service (RO will coordinate method information notices are shared with electors)
  • Verify identity/address for each elector requesting to vote
  • Complete an Application for Registration and Special Ballot (EC 78530)
  • Issue special ballot voting kits to electors with completed applications
  • Assist electors in casting their vote (if required)
  • Keep materials in a locked area when unattended
  • Return completed applications forms and outer envelopes to the RO/AARO office at the end of each shift

Qualifications

Experience
  • Client service
  • Decision making
  • Working under pressure
  • Working in an acute care facility environment
Knowledge of
  • The ED where he is an election officer
  • Canadian federal electoral process, after training
  • Special Voting Rules, after training
  • General acute care facility layout
Abilities
  • Time management, planning and scheduling
  • Decision-making skills
  • Proofreading
  • Communicate effectively
Personal suitability
  • Remains impartial in all dealings during electoral event
  • Is bilingual
  • Is professional
  • Is considerate to the needs of electors