Job Specification

Purpose of Position :

To provide clerical assistance to the Property Section relative to: the management, leasing, taxation and disposal
functions of ministry-owned land and buildings and to maintain an electronic land inventory system.

Duties / Responsibilities :

The Job requires:
1. Opening, maintaining, and closing land management files by reviewing and investigating property purchase
agreements, Orders-in-Councils and correspofldence to determine status of property and/or need for file (Le.
right-of-way, future right-of-way, surplus, land exchange, obstacles in right-of-way). Preparing standard
letters, memos and forms as a result of responding to inquiries (ie. from utility companies, public,
contractors, internal and external sources), property status, surplus property disposal recommendations,
Offers to Purchase, and terms of reference in Tenders for Demolition or Removal. Monitoring status of
properties in the process of disposition. Reviewing file to determine interested parties; ensuring files are
complete (ie., plans, appraisals, approvals, sale documents).
2. Opening, maintaining, and closing lease files by preparing letters, memos and forms as a result of
responding to inquiries about ministry lands and buildings (Le. requesting status/need for property from MTO
sections, Offers to Lease, Rental Increase Notice, etc.). Reviewing file to ensure file is complete (ie. copy of
lease, rental appraisal etc.). Contacting tenants behind in their payments and referring delinquent payments
to the Supervisor. Obtaining credit checks on prospective tenants. Monitor lease expiry dates by
maintaining a 'bring forward' system in order to ensure lease renewal procedures are commenced in a
timely manner.
3. Maintaining accurate tax information relative to Ministry lands by notifying Municipalities, Ontario Property
Assessment Corporation Offices and Ministry of Municipal Affairs and Housing's Subsidies Branch of proper
tax status (ie. lands sold, future highway requirements, and/or buildings demolished); reviewing periodic
listings provided by Ministry of Municipal Affairs and Housing to confirm MTO ownership and ensure that
proper tax status is being assigned to the Ministry lands and to identify potential taxation issues; contacting
the municipal or assessment offices to resolve problem areas.
4. Maintaining an electronic land inventory data system (ie., LMDS) containing information on lands under
MTO ownership as well as information relative to lease records, rent payments, file review dates, taxation
information and completed disposal records.
5. Maintaining records of maintenance and repair on rental properties; processing invoices received from
contractors, consultants, etc. by verifying for accuracy and submitting to the supervisor/manager for
approval.
6. Preparing standard format for advertising and forwarding to Shared Services Bureau (or the respective
newspaper) advertising insertion orders relative to the leasing or sale of land and attending tender openings.
7. Compiling Monthly Reports for Sale and Lease Revenues Received and Lease Renewal and Demolition
Reports.
8. Clerical duties within the Property Section such as filing, photocopying, word processing and courier/mail preparation.

Staffing and Licencing :

n/a

Knowledge :

The Job requires:
1. General knowledge of real estate sales and leasing practices, relevant sections of statutes such as, but not limited to the Expropriations Act, Assessment Act, Landlord and Tenant Act, Rent Control Act, Tenant Protection Act, as these pertain to government held properties, and government directives, policies, and guidelines related to the disposal, leasing, property taxation/assessment, demolition/removal and acquisition of lands in order to ensure activities are carried out in compliance with same.
2. Working knowledge necessary to review property acquisition agreements to identify property descriptions, survey plans, and title record drawings to ensure that appropriate properties are identified within the file and computer records and that subsequent leasing, disposal, demolition/removal and taxation activities are properly carried out for the correct properties.
3. Working knowledge of word processing, spreadsheets, and database computer software packages relevant to the
position(ie., Microsoft Office Suite, Lotus Notes, Internet Explorer, etc.), operating within a Windows environment,
sufficient to produce letters, memoranda, reports, forms, legal documents and maintain an electronic land inventory
system (ie. LMDS).
4. Analytical skills to identify individual properties by reviewing various Ministry plans and documents.

Skills :

The Job requires:
1. Investigative skills to review legal agreements, plans and sketches, cardex system and other Ministry records in order to identify the property being acquired, disposed of, demolished/ removed or leased.
2. Analytical skills to review data to identify the reason for the property acquisition; intent relative to buildings located
thereon; notifying Ontario Property Assessment Corporation offices, municipalities and Subsidies Branch to ensure
appropriate tax liabilities/status are assigned to the Ministry relative to our property ownership.
3. Evaluative skills to identify where financial lease obligations are not being met and following-up with tenants behind in rent and where delinquency continues, referring the matter to the supervisor for appropriate action, and obtaining and reviewing credit checks for prospective lessees.
4. Comprehension skills to understand and follow ministry directives, policies, and procedures to ensure all steps in
disposal, leasing, and/or demolition processes have been completed prior to actual sale/lease/demolition.
5. Written communication skills to determine and select appropriate terminology, style and format in correspondence (i.e. ensuring correct spelling and grammar and ensuring adherence to standardized correspondence), drafting letters, forms (reviewed by Supervisor in non-routine situations) in accordance with established procedure (i.e. letters to successful and unsuccessful tenders, Tender Documents, Surplus Property Disposal Recommendations, Notices of Rent Increase, survey or title search requests).
6. Computer skills to generate reports and identify data entry problems related to the computerized Land Management
Database System.
7. Interpersonal skills required to courteously respond to telephone or visitor inquiries, or to make requests relating to
ministry leasing, disposal, maintenance and taxation activities.
8. Oral communication skills to clarify and explain in detail to co-workers, management, MPAC, municipalities, the public
and/or contractors, land management procedures performed or to be performed.
9. Organizational and time management skills in order to co-ordinate tasks with co-workers to ensure deadlines
are met and upcoming land management activities are planned accordingly.
10. Arithmetic skills to calculate money and make area calculations, eg. rent payments, sale proceeds, calculate the acreage of land, metric/imperial measurement conversions and assessment value changes and verify contractor's and
auctioneer's fees.
11. Computer skills in Ministry supported software.

Freedom of Action :

1. Incumbent works with minimal supervision in accordance with Ministry policies, procedures, guidelines and
legislation.
2. Unusual situations not governed by precedent or guidelines are referred to the supervisor for further analysis
and direction.