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Clerk


Elections Manitoba is an independent office of the Legislative Assembly responsible for delivering free and fair provincial elections. All employees with Elections Manitoba (EM) must be non-partisan in perception and fact, and sign a confidentiality agreement.

Position description

Under the general supervision of the Returning Officer (RO) and Assistant Returning Officer (ARO), the office clerk provides office, administrative and financial support for the returning office and performs related duties as assigned by the RO/ARO. This role includes being responsible for managing and maintaining petty cash, supplier invoices, and processing complete and accurate payroll forms for the RO. The office clerk is preferred to be a resident in the electoral division where the duties are performed.

Key Responsibilities

  • General office administrative support;
  • Submission of employee payroll forms to Elections Manitoba;
  • Management and maintenance of petty cash;
  • Assists in purchasing administrative and elections supplies;
  • Verifying and forwarding vendor invoices to Elections Manitoba;
  • Liaison between the Returning Office and EM regarding payroll/vendor payments;
  • Liaison between election personnel and vendors regarding payroll/payments; and
  • As required, act as a voting official.

Responsibilities by phase of election:

General:
  • Receive delivery of supplies and equipment;
  • Answer telephones and provide assistance to inquiries;
  • Log information on calls received, maintain detailed and accurate records;
  • Operate various office equipment – computer, fax and photocopier;
  • Greet visitors, ascertain nature of business; and
  • Assist in preparation of supplies for training.
Building the Voters List:
  • Assist enumeration assistant with quality control checks regarding enumeration and revision;
  • Maintain and file correspondence and other records;
  • Maintain Enumerators/Revising Agents Check-In Record (Form 282) and timesheet for staff;
  • Accept revision appointments and direct to the appropriate revising agent; and
  • Data entry of revision records during revision.
Advance Voting:
  • Perform as an election official at advance voting in the returning office if needed ; and
  • Assist in receiving and verify ballots from printers.
Election Day:
  • Assist in preparing supplies and ballot boxes for election day;
  • Assist in organizing the returning office for election night;
  • Assist in receiving, posting and reporting results of the election;
  • Assist in the final tally of votes; and
  • Assist in closing the returning office.

Qualifications

Experience

  • Experience with computers, accessing programs and keyboarding (40 words per minute)
  • Experience working effectively with others under tight deadlines
  • Experience with bookkeeping, payroll forms and data entry; and
  • Experience in dealing with suppliers, vendor invoices and packing slips.

Personal

  • Be mature, responsible, energetic, committed, attentive to detail and self motivated
  • Adapt and learn quickly
  • Effective interpersonal and organizational skills
  • Strong attention to detail and accuracy
  • Flexibility - be prepared to work long hours, including evenings, weekends, holidays and split shifts
  • Be a resident of the electoral division where the duties are performed
  • Remain impartial in all dealings during an electoral event and not engage in any partisan activity

Administrative

  • Remain impartial in all dealings during an electoral event and not engage in any partisan activity
  • Able to communicate effectively with the public, Elections Manitoba officials, candidates and their representatives
  • Work within time limits and deadlines
  • Be able to prioritize work assignments from a variety of people
  • Be able to multi-task and work with minimal supervision
  • Experience in a computerized environment including Microsoft Office software.

Training

You will be required to attend data entry training before the election, as well as a training session for registration agents and voting officials, should you be required to work in those positions. Training times, dates and locations will be provided once hired.

Fees

  • $13.95 per hour

A T4 slip is issued for money earned.

Email: election@elections.mb.ca election@elections.mb.ca | Tel 204-945-3225 204-945-3225 | Toll free 1-866-628-6837 1-866-628-6837

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