Job Specification

Purpose of Position :

To plan, supervise, coordinate and provide technical expertise for the delivery of property related services for the appraisal, negotiation, property sales, leasing and interim management of real property to meet the Provincial Highway Engineering Program, utilizing staff/consultant assignments. To provide direction/guidance to staff/consultants to ensure adherence to legislation and Ministry policies regarding all aspects of appraisal, negotiation and land management. To provide specialized advisory services and technical expertise to sections, branches and external service providers relative to these activities.

Duties / Responsibilities :

In a section responsible for implementing a real estate services program for the ministry in the areas of appraisal, acquisition, land management, sales and leasing to meet the requirements of the Provincial Highway Engineering Program within the Region, the position:

1) Plans, supervises and coordinates the activities of staff/consultants involved in the appraisal, acquisition, management, sales and leasing of real estate required or owned by the ministry including organizing and prioritizing service delivery, coordinating financial resources and assisting in the development and monitoring of fiscal budgets, drafting letters and briefing notes for minister, deputy minister and other senior executives.

2) Directs and supervises staff or represents the Region in negotiations with property owners and their professional/legal representative(s) for the compensation appropriate to the acquisition of various property rights and interests required for highway (re)construction, transportation purposes and related claims such as crop damage, injurious affection, business loss, lessees' interests, to ensure that owners are afforded their compensation rights as provided for under the Expropriations Act. This involves representing the ministry at meetings with property owners and/or their representatives, preparation and presentation before the Board of Negotiations and other hearings as appropriate, attendance at Public Information Centres, etc. Evaluates and recommends all agreements, releases and invoices for owner's legal, appraisal and other costs associated with the determination of compensation for lands required by the ministry.

3) Prepares and/or directs and supervises staff/consultants preparing indepth narrative appraisal and other reports documenting and analysing real estate activities to formulate conclusions as to the market value of property rights and interests being acquired (including partial takings), leased or sold by the ministry; preparing cost estimates and property impact studies of highway (re)construction and route selection; estimating compensation for property related claims such as crop damage, injurious affection, business loss claims, etc. resulting from ministry construction activities. Evaluates and recommends all valuations prepared by staff and consultants.

4) Recommends/approves the hiring of consultants/contractors and/or appropriate procurement methods by identifying needs and compiling requests for proposals, in accordance with the proper delegation of authority, quotations and tender packages; preparing contracts and terms of reference; monitoring the consultants/contractors by providing documented regular communication of performance; reviewing consultants' deliverables for adherence to specifications; recommending the acceptance of deliverables, payment of invoices, and completing a report on the consultants' performance; and/or directs and supervises staff involved in same.

5) Completes and/or directs and supervises staff in leasing, selling or the interim management of MTO non-highway lands based assets, including the coordination of activities related to the MTO/ORC MOU regarding the disposal of potentially surplus MTO properties. Maintains an electronic inventory of all non-program land bassed assets. Maintains a programme of field reviews of all lands within the inventory to ensure the identification of physical and environmental liabilities and undertake appropriate actions to eliminat or mitigate exposure to these liabilities. Administers the leasing programme including the collection of rent, determining, substantiating and overseeing of repairs and maintenance to MTO improved properties. Arranging for the removal/demolition of buildings and other obstacles from the right-of-way. Determines the appropriateness of realty assessment of MTO lands and reconciles the Ministry's tax liability. Initiates requests for reconsideration and assessment appeals as appropriate. Evaluates and recommends all lease, sale and property submissions (i.e., taxation, repairs, weed cutting) within the section. Negotiates lease and sale agreements and /or directs and supervises staff involved in same.

6) Develops, recommends and implements changes and monitors adherence to operating procedures and policies related to realty services to improve quality and efficiency of the unit's work. Provides input to the review and development of Property Section's policies, procedures, systems and methods. Participates in regular production control meetings, Property Section staff meetings and conducts unit staff meetings.

7) Provides technical advice in the recruitment and hiring of Property Section's employees and assists in performance appraisals and learning plans; and performs other typical supervisory duties such as training and development, assaigning work and providing technical advice.

8) Acts for Head, Property Section during absences.

9) This position may include the duties of any combination of negotiation, appraisal or land management functions within the Regional Property Section.

Knowledge :

Requires extensive knowledge of land valuation, negotiation and land management theories, principles, practices and methods, real estate market conditions and trends, environmental issues and the legislation governing the acquisition of real estate for public purposes. Awareness of the government's key objectives and the core business directions of the Ministry to effectively plan and manage an acquisition service to meet capital program requirements and objectives and to plan and manage a marketing service to meet land sales/disposition targets; through the development of improvements to procedures, standards, guidelines and methods, provide technical expertise relating to real estate acquisition and land management services; provide direct input to policy/strategic planning initiatives as requested by Head of Property. Indepth knowledge of appraisal, land use, planning and development, sales, leasing and acquisition functions to ensure responsiveness to client needs and promote effective integration with other regional real estate activities. Good knowledge of relevant legislation, policies and directives (i.e. Expropriations Act) to ensure quality and compliance of services. Analytical and conceptual skills to handle contentious or highly complex issues and projects and translate goals and objectives into practical plans and procedures; communication skills to make presentations to property owners, boards and senior management. Leadership skills to provide direction to staff. Knowledge and ability to utilize computer software to prepare reports and spreadsheets. Project management skills and organizational skills to meet service delivery requirements.
Advanced real estate consulting and negotiating skills to lead contentious and sensitive real estate acquisition projects, to: effectively address conflict situations, complex negotiations and further real estate transactions toward assigned objectives. Financial management skills to assess feasibility, risk factors and impacts of proposed recommendations. Contract management and organizational skills to retain and administer consultants to meet service delivery dates when competing priorities exist.
Requires a thorough knowledge of methodology, techniques and pratices endorsed by the Appraisal Institute of Canda and the International Right of Way Association.

Judgement :

Under the direction of the Head, Property and within legislative, policy, procedural and professional requirements the
position exercises judgement in: planning and managing acquisition and appraisal service activities; prioritizing acquisition and land disposition projects; establishing work plans, schedules and coordinating material resources to meet capital expenditure and revenue commitment; developing acquisition and land management strategies; monitoring and evaluating operational effectiveness; independently planning and carrying out projects where guidelines are unavailable; establishing administration processes and making recommendations to improve procedures, standards, guidelines and methods.

Accountability - Programs :

Effective planning, implementation, co-ordination and management of the regional property appraisal/negotiation/land management services to meet client requirements and ensure quality, timeliness and compliance. The position is responsible for ensuring the satisfactory completion of property appraisals/negotiations to meet pre-determined target dates and Property Clearance dates. The position is responsible for ensuring the quality and integrity of all property appraisals, acquisition agreements and land management lease/sale agreements and recommendations related thereto. The position recommends revisions to Section's operational plans and clearance dates, and provides input to the development, review and revision of function and regional policies and procedures.

Accountability – Personnel :

The position directly supervises Real Estate Officers in one or more of the functions of: appraisals; negotiations; and the sale, leasing and interim management of Ministry lands. The positon may supervise clerical positions related to these activities.

Accountability - Finance and Materials :

The position assists in the development in the region's acquisition budget and sales and leasing revenue forecast. The position: recommends property valuations, property agreements, land management sales and leases; provides estimates of required financial, material and human resource needs; reports on the region's sales and leasing forecasts. The position recommends the payment of invoices related to consultant/service providers incurred on behalf of the Ministry or property owners, and recommends staff travel expense claims and staff time sheets.

Accountability - Impact of Errors :

Errors in judgement or failure to ensure equity and consistency when conducting property negotiations and appraisals could result in unfairness, protracted negotiations, increased legal and appraisal costs, incorrect property valuations and settlements and negative financial and publicity imacts for the Ministry. Failure to acquire all property interests and remove all obstacles would adversely impact on the established Clearance dates which could result in delayed or breached construction contracts. Mishandling of property agreements and appraisals could precipitate serious financial implications involving expropriations and litigation resulting in pubic criticism and loss of Ministry credibility. Failure to ensure appropriateness of realty assessment could result in overpayment of tax liablities. Failure to identify and mitigate potential environmental and physical hazards could result in an increased level of exposure to liablity and possible legal action against the Crown. Failure to effectively manage the regional portfolio of ministry owned properties could result in the decrease of equity in property value, economic loss, public criticism and the loss of government credibility.

Contact - Internal :

Frequent contact with senior management in the Region and Head Office to discuss contentious or complex property issues; provide input into planning and operational initiatives; regular contact with suborninates, peers, legal counsel and senior managers within MTO as well as other ministries and agencies to discuss common issues; provide technical expertise on complex or unusual property-related issues;

Contact - External :

Regular contacts with property owners and/or their legal or other representatives, interest groups, tenants, consultants, legal counsel, representatives from other jurisdictions and the public; represents the Ministry at public information centres and board hearings.