Job Specification

Purpose of Position :

To manage and direct staff in the delivery of the Regional Property Section's services encompassing negotiations, appraisals, land management and marketing, title searching, conveyancing and expropriation. To ensure the provision of expert opinion, advice and counsel to a range of internal / external clients and stakeholders in all aspects of property acquisition, expropriation, land management and marketing impacting on the Region. To develop property-related practices and processes to manage the work of the section and consultants and provide regional representation in the development of ministry policies, procedures and business delivery methods. To act as an authoritative expert representing the region and the ministry on committees, task forces.

Duties / Responsibilities :

In a section responsible for providing real estate services to a ministry Region, the position: 1. Plans and manages the delivery of realty services including negotiations with property owners and their legal representatives, property appraisals, land management and marketing, title searching, conveyancing and expropriation of real property to ensure quality standards, legislative and policy requirements are met in support of the management of the provincial highway system. 2. Within program delivery objectives and schedules established by the Manager, Engineering and/or others, controls section's own work schedules to ensure that property clearance and legal entry onto property acquired for right-of-way are available when required for the purpose of highway construction. 3. Manages the acquisition and delivery of realty consultant services by: defining quality standards and deliverables; managing the Request for Quotation (RFQ) and Retainer Assignment procurement processes; assessing consultants/service providers that wish to perform property-related work for the ministry; assisting with the approval of consultant Quality Control Plans; evaluating the quality of work of the service providers; assessing and appraising performance of consultants for product delivery in accordance to established ministry standards and project requirements. 4. Manages business relationships with consultants/service providers by mediating disputes, negotiating resolutions to problems, managing risk and providing direction as required. Ensures that services are effectively coordinated within the section and are integrated with program delivery objectives of other sections in the Region. 5. Provides technical advice to senior management, ministry staff and stakeholders related to property acquisition and disposal, interim management, title searching, conveyancing and expropriation (e.g. provisions of the Expropriations Act, appraisal techniques, negotiation entitlements, legal documentation, resolving claims for injurious affection and disturbance damages). Develops and/or approves innovative solutions to resolve conflicting situations while ensuring that professional and ministry standards and interests are not compromised. Ensures the timely and accurate response by section staff to inquiries from property owners and their legal representatives adhering to Service Quality Standards. Along with others, acts as point of contact with elected officials (Central & Eastern Regions only), senior management, various external agencies/organizations and the public at large in regard to property acquisition, interim management, leasing and other matters as they relate to property and title issues on ministry-owned land. 6. Manages and directs section's staff including: chairing interview panels; recommending the ; recruitment of staff; serving as management representative in grievance meetings; managing performance issues; assigning work and responsibilities; determining performance standards and evaluating performance (Business Performance and Learning Plans); providing for staff training; administering discipline; recommending merit increases; managing the section's Illness & Injury Program; and addressing employee relations issues including grievance responses. 7. Manages the Section's operations and services by identifying and recommending financial, equipment and human resource requirements; developing and controlling section's Direct Operating Expense (DOE), Property Acquisition and special project budgets; establishing section's service goals; monitoring service delivery; resolving service delivery issues; monitoring consultant/service provider contracts; and ensuring section's service results meet ministry quality and cost-effectiveness standards. 8. Manages and provides expertise and risk assessments of various options to resolve complex property issues. Co-ordinates the Property Section's response to First Nation land claims to ensure that the ministry's highway infrastructure requirements are identified and protected. Co-ordinates with regional engineering, construction and maintenance staff, other ministry offices, local municipalities and other external agencies to ensure that the appropriate rights are acquired from property owners to allow the ministry's capital program to be constructed. 9. Represents the Region, in partnership with the Head Office Property Office, on committees and working groups leading to the development of ministry-wide property-related policies, guidelines, directives, procedures and business delivery methods. 10. Represents the Ministry as an expert witness on property-related matters at hearings at the Ontario Municipal Board, Board of Negotiations, tribunals, court proceedings and municipal councils/public meetings.

Knowledge :

The position requires knowledge of the theory, principles and practices of the real estate industry with specialized technical and legal knowledge in land appraisal, business valuations, acquisition, expropriation, marketing and property management to manage and control the section's services and to integrate the section's activities with Region's program objectives. Knowledge is required of related legislation (eg. Expropriations Act, Public Transportation and Highway Improvement Act, Registry and Land Titles Acts, Planning Act, Tenant Protection Act, Public Lands Act, Surveys Act, etc.) and regulations, policies, procedures and guidelines to ensure the section's activities are provided within the framework of legislative and corporate requirements. This position requires knowledge of real estate issues and trends within the region to provide direction on complex transactions. The position requires skills in the following areas: management skills to plan, implement and control the section's services; analytical skills to review and approve / recommend property appraisals, acquisitions, sales and leasing transactions, to investigate and resolve problems and to ensure delivery of quality and timely services to meet regional objectives; communication skills to handle human resource issues in the section and to prepare / present recommendations to senior management; consultative and negotiating skills to represent the ministry on real estate matters in the Region and to handle the more complex or contentious property undertakings. Management skills are required to plan section services, control section DOE budget, property acquisition budget and provide input to the consultant acquisition process and allocate resources. Human resources management and team leadership skills are required to effectively manage the section.

Judgement :

Under the general direction of the Manager, Engineering and within legislative, policy, procedural and professional requirements, the position exercises judgement in: planning and controlling the ongoing service delivery of all regional real estate services to meet the Region's program requirements. Judgement is exercised in establishing the Section's objectives and priorities such that they align with the Region's requirements. The position exercises judgement in advising senior staff and management on broad regional property issues and in directing staff in the handling of complex real estate transactions. The position assesses the reasonableness of appraisals, property damage claims, property settlements, leases and property disposal recommendations. Judgment is used in approving, within delegated limits, administrative settlements in acquisitions, sales and leasing.

Accountability - Programs :

The position is responsible for the effective planning, implementation and management of the delivery of the regional real estate services in the areas of appraisal, acquisition, land management and marketing, title searching, conveyancing and expropriation, prioritizing and implementing work plans/schedules to support the achievement of regional and ministry objectives.

Accountability – Personnel :

The position reports to the Manager, Engineering and is responsible for the effective management of section resources including the administrative and technical supervision of staff directly and indirectly.

Accountability - Finance and Materials :

The position is responsible for developing, managing and controlling the Section's DOE and property acquisition budgets. The position estimates, recommends, monitors and reports on Section's budgets and approves property appraisals, acquisitions, sales and leases within delegated authority limits.

Accountability - Impact of Errors :

Errors in decision-making could result in: failure to meet critical dates established by others for the capital program delivery; the improper assessment of settlements resulting in over payments; improper assessment of land management activities resulting in loss of revenue; improper negotiations with the public/stakeholders resulting in loss of credibility for the ministry and poor public relations; inability to meet land marketing revenue targets.

Contact - Internal :

Frequent contact with senior management in the Region and Head Office to discuss contentious and/or complex property issues and /or provide input into planning and operational initiatives; regular contact with colleagues and staff of other ministries and agencies to discuss common issues.

Contact - External :

Regular contacts with representatives from other jurisdictions, interest groups, private developers, real estate appraisers, planners, legal counsel and the public to provide information, negotiate real estate transactions, resolve claims, present the ministry's/government's policies and program objectives and to discuss/resolve issues. At times, along with others the position responds to enquiries from elected officials and the public on regional real estate issues. The position is the primary contact between the Region and ORC representatives to exchange information on land management files and liaise on their services. The position provides testimony on ministry and government policy and procedures at hearings and OMB proceedings and participates at public and municipal council meetings, as required. The position has contact with consultants/service providers to provide direction, assess quality and monitor performance.