Job Specification

Purpose of Position :

To provide direction to a number of work units within an area providing facilities maintenance and construction, preservation management / minor capital / day labour/special projects, corridor management, tender preparations, contract management and technical services to the area organization and providing technical representation and liaison to regional and head office staff, municipalities, the public, and outside agencies (ie. public utilities, contractors, developers).

Duties / Responsibilities :

1. Organizes and directs the activities of the Technical Services Section, including facilities maintenance, minor capital/preservation management/day labour/special projects and corridor management functions including:
- Approval of annual work plans and budgets; ensuring correct interpretation and application of relevant ministry policies, procedures and legislative requirements; monitoring of projects and expenditures; recommending retention, disposal, acquisition and leasing of real estate property as required, preparing/reviewing development and legal agreements; preparing formal legal/development agreements to secure ministry interests.
- Maintaining contact with Regional Engineering Office/Contracts Office by providing area input during the planning, design and construction phases.
- Co-ordinating annual budgeting process and in year expenditure control and forecasting for area office, section, Preservation Maintenance and Facilities programs.

2. Coordinates the control of utilities within the right-of-way by representing the ministry at meetings with municipalities, consultants, utility companies, etc. ensuring all submissions adhere to ministry policies and regulations and coordinates requests for utility relocations and new installations.

3. Coordinating requests for all utility relocations required for construction purposes.
- Ensuring the cost sharing agreements meet ministry guidelines and recommended approval of the utility relocation request.
- Review/monitor utility revocations/invoices and make recommendations, re. payments.

4. Provides leadership and supervision to staff including preparing performance plans and carries out performance review at pre-determined stages for all staff in section; selection of staff; initiating discipline as required; approving timesheets, overtime, time off, vacation, etc.; recommends staff rotations and promotions, merit increases and acts as training coordinator. Attends area Management, staff and budget meetings, chairs annual utility meetings as required.

5. Co-ordinates and monitors the Corridor Management Group to ensure Ministry policies and guidelines are followed by:
- Assigning permit applications to Corridor Management Officers and approving routine applications.
- Conducting random inspections of highway corridors to ensure uniform application of Corridor Control policies and procedures.
- Recommends the removal of illegal/non-complying entrances/signs/buildings and prepares appropriate
- Authorization letters and takes necessary action.
- Preparing formal legal/development agreements to secure Ministry interests.
- Representing the Ministry where an official presence is required to resolve issues.
- Explaining Ministry policies to the public, municipal and Provincial politicians

6. Develops, organizes and directs Facilities Maintenance, the Minor Capital / Preservation Management/Day Labour/Special Projects Programs by:
- Evaluating the highway/facility conditions, preparing the Justification Reports, co-ordinating the preparation of the contract documents based on priority.
- Providing for the contract administration/supervision with either Ministry staff or technical services agreements and representing the Ministry in negotiations/claims with the contractor.
- Making recommendations regarding the payment or non-payment of claims.
- Participating in the contract dispute resolution process.
- Assists in responding to emergency situations by obtaining necessary material, equipment, etc

7. Prepares tenders for work such as facilities construction and maintenance, minor capital, preservation management, maintenance outsourcing, Technical Services and, Operational Service agreements including:
- Initiating the preparation of non-standard special provisions.
- Participating in preparation of tender estimates.
- Participating in recommendations to supervisor regarding tender compliance and award/non-award.

8. In areas without local senior municipal supervisors, performs the technical aspects of that role with respect to municipal Highway Connecting Links in the area by:
- Evaluating and recommending subsidy allocations for Highway Connecting link projects.
- Reviews Connecting Link project ender documents to ensure compliance with ministry policies and standards.
- Monitoring the activities of municipalities with respect to Highway Connecting Links to ensure the effective and efficient use of Ministry subsidy funds.
- Monitoring the contract administration of Highway Connecting Link projects to ensure compliance with ministry policies, standards and audit requirements

9. Attends a variety of inter/intra ministry meetings as required.

10. When required, this position will co-ordinate the preparation and application for quarry permits in accordance with the Aggregate Resource Act and ensure appropriate payment of permit fees. Maintains a sufficient resource inventory to supply the aggregate requirement identified by the maintenance, day labour, municipal and capital operations. Liasing with the Ministry of Natural Resources (MNR) in all matters regarding aggregate resources and ensure pit rehabilitation to the specification of the MNR.

11. Represents the Area on the provincial Technical Services Committee.

12. Support head office by providing feedback/technical review of head office changes to policies/procedures/guidelines and provide field/technical comments on new initiatives such as landscape advertising, TODDS and Logo signing.

Knowledge :

Requires thorough knowledge of mathematics to make engineering and surveying calculations. Knowledge of road design. Ability to interpret and apply MTO standards, policies and procedures and Provincial and Municipal Acts and regulations pertaining to building, highway engineering, environmental and corridor management standards as well as Highway Connecting Links. Ability to plan, organize and monitor work of subordinate staff, i.e. determining work priorities and setting individual assignments. Ability to identify and resolve problem areas, prepare financial forecasts and establish effective working relationships with colleagues, associates and municipal officials. Knowledge of the Ontario Building Code as it applies to ministry facilities and their maintenance. Good knowledge of ministry accounting standards, policies and procedures to ensure adherence by staff and municipalities. Knowledge of computer concepts and ability to interpret data as related to maintenance management, operation management and corridor management systems. Ability to communicate effectively both orally and in writing and to produce various memoranda, letters, reports, etc. over a broad range of contacts. Thorough technical knowledge of contract management, preparation methods/contract administration/ supervision and negotiation skills. Thorough knowledge of ministry maintenance, construction and corridor management policies. Thorough knowledge of the Public Transportation and Highway Improvement Act, Occupational Health and Safety Act, Construction Lien Act, Environmental Assessment Act and the Drainage Act, Highway Traffic Act, Aggregate Resources Act. Knowledge of the Ontario Building Code. Advanced knowledge of road maintenance, repair and construction methods, standards and specifications, and an understanding of drainage and of road ageing behaviour to determine the most effective rehabilitation proposal. Knowledge of computer concepts and ability to interpret data as related to maintenance management, operations management and corridor management systems. Computer skills to operate Ministry standard software.

Judgement :

Judgement is required in interpreting and applying MTO policies and procedures; co-ordinating activities of subordinate staff; preparing financial reports, estimating and requisitioning material for minor capital, preservation capital and municipal projects; preparing encroachment permits, legal agreements, petitions for municipal drains; resolving unforeseen problems related to property issues, utility relocations and installations. Work is performed under direction of the Head, Operational Services with wide latitude for initiative, innovation and discretion. Recommendations and decisions are accepted as technically sound and authoritative and are in conformance with MTO policies/procedures and appropriate legislation. Judgement is exercised in ensuring permit approvals/reviews are within corridor management policies and will not set/create inequities between landowners or set provincial precedents. Judgement is required in negotiating with contractors for work not included in the contract and utility companies in dealing with issues related to the presence of utilities within the MTO corridor. Judgement is required in ensuring utility invoices are within ministry guidelines and to recommend their payment. Judgement and sensitivity is required in dealing with municipalities on Connecting Link projects.

Accountability - Programs :

The administrative supervision of technical staff, including the hiring, recommending disciplinary action, responding to grievances and recommending merit increases for staff under his/her control, supervision of technical services to various regional engineering groups; providing technical representation at public utility, municipal and consultant meetings; the accurate forecasting of related financial requirements which may affect overall area budgets; the accurate and concise assimilation of documents ensuring that contractors have sufficient information to submit accurate and reasonable bids on local tender calls, negotiating with municipalities, a wide variety of contractors, public utility companies and developers, recommending work programs and ensuring adherence to required criteria; ensuring that all permit applications are reviewed and processed equitably in keeping with sound engineering and corridor management principles and policies. Inferior decisions and commitments could jeopardize staff and public safety, result in monetary loss to ministry and contractors, contract delays budget overruns and serious embarrassment to the ministry. Program: On behalf of the ministry, the incumbent is responsible over a broad area for the overall management, delivery and coordination of contractor delivered minor capital/preservation management (PM)/day labour (DL)/special projects (SP), facilities maintenance programs and for ensuring safety for staff and the travelling public. Position is also accountable for the successful liaison with the public often in a contentious and sensitive environment, contractors, municipalities and other agencies. The position is accountable for ensuring scheduled advertising dates for building, maintenance and area preservation management tenders are met and participating in recommendations for award/non-award on value for money and ensuring that utilities are effectively located and relocated within the MTO corridor. In areas without local senior municipal supervisors is accountable for delivering the technical aspect of the municipal Highway Connecting program in the area.

Accountability - Finance and Materials :

Incumbent is accountable for the delivery of the minor capital/Preservation Maintenance/Day Labour/Special Projects and facilities maintenance programs with a tender value of numerous contracts totalling up to $7 million annually and for the effective and the efficient use of human and financial resources. Position ensures cost estimates are prepared and recommends the payment of contractor and utility invoices.

Accountability - Impact of Errors :

Errors in judgement may jeopardize public and staff safety, lead to inconsistency across the province and may lead to future financial cost to the ministry budget overruns and embarrassment /public criticism of unfair/unequal treatment of municipalities and property owners and possibly leading to lawsuits. Errors in judgement may also impair sensitive relationships with municipalities and politicians.

Contact - Internal :

Regularly with ministry engineers, technicians and administrative personnel to resolve administrative and technical problems, exchange information and discuss matters of concern.

Contact - External :

Regularly with utility company representatives, property owners, public, staff of other ministries, consultants, contractors and municipalities to discuss and resolve problems and clarify ministry position/policy. Also deals with local politicians and media to provide information as required. Considerable tact and diplomacy needed in dealing with public, municipalities and politicians as MTO policies/guidelines are often contentious. Skill is needed in maintaining composure when dealing with the public and politicians.