Job Specification

Purpose of Position :

To provide research and analytical services, and contribute to the development of the corporate Accommodation Plan and the realty portfolio budget forecast submissions and business cases for the Ministry of Natural Resources. To conduct financial analysis to support the management of the ministry corporate accommodation rent account/baseline data integrity, and participate in reconciliation of the ministry's changing realty portfolio with the ministry high value rental invoice from Infrastructure Ontario.

Duties / Responsibilities :

1. Participating in the development of the annual ministry corporate Accommodation Plan by gathering accommodation planning proposal information from ministry management; compiling and consolidating accommodation plans; analyzing trends from previous years; and assisting the Senior Realty Administrator in preparing the final annual corporate plan and supporting documents for ministry Results Based Planning (RbP).

2. Conducting research, variance analysis and trending to support the development of the ministry annual and quarterly budgetary forecasts submissions and business cases for realty portfolio decisions.

3. Conducting maintenance, review and analysis of the ministry's province-wide realty portfolio (e.g. office buildings and special purpose buildings including fish hatcheries, research stations, fire management headquarters, logistics centres, forward attack fire bases, conservation officer detachments, warehouse and other out buildings), and the annual rent account from Infrastructure Ontario to ensure accuracy and integrity. Identifies issues and advises the Senior Realty Administrator and Manager with solution options.

4. Conducting analysis of in-year changes to the ministry realty portfolio (acquisitions, divestments, expansion, construction, renovations), and provides summary information to the Senior Realty Administrator to support consultations with Infrastructure Ontario. Completes necessary documentation and e-workflow processes for accommodation changes, and tracks/reports on financial impacts on the ministry rental invoicing.

5. Supporting the conducting of account reconciliation between the ministry's realty portfolio and the rental account invoice from Infrastructure Ontario.

6. Conducting research and analysis of ministry realty portfolio issues and providing analysis results to the Senior Realty Administrator and Manager with detailed solution options.

7. Supporting the Senior Realty Administrator in the realty service level process (completion of service level change forms). Liaising with staff in the ministry Finance Branch to provide ministry realty portfolio budget forecast information.

8. Participating in the development and implementation of ministry accommodation planning and management policies, processes, procedures and guidelines to support corporate accommodation planning operations. Provides information and guidance to ministry program management on the interpretation and application of policies/processes.

Staffing and Licencing :

Valid Ontario Class "G" Driver's License

Knowledge :

• Property and realty planning and management theory, principles, practices, and related government/ministry accommodation planning legislation, policies, directives and guidelines to conduct realty portfolio research and analysis, and participate in the development of the ministry's corporate Accommodation Plan.
• Financial modeling, variance analysis, cost-benefit analysis and trending principles and methods to conduct financial analysis of the ministry's multi-million dollar realty portfolio, prepare reports, and advise the Senior Realty Administrator of issues.
• Property leasing principles and practices including market rates, contractual agreements, property loans, and PIL (pay in lieu) tax regulations to conduct analysis of the ministry's realty portfolio, and participate in reconciling the corporate rental invoice from Infrastructure Ontario.
• Government approval processes to support the review/approval of the ministry's corporate Accommodation Plan, and to prepare accommodation business cases.
• Ministry and individual division/branch mandates, objectives, structures, and business operations to provide information/guidance to program management related to accommodation planning processes.
• Knowledge of computer systems use/management including the Ontario Public Service pathfinder intranet system, Customer Portal/Geoportal , OPS Information tools, and document control principles and methods to administer ministry realty data and produce reports.

Skills :

• Research and analytical skills to identify, compile, revise and analyze relevant accommodation business documents, research material and develop draft reports to support management decision making, and conduct analysis of the ministry's corporate realty portfolio.
• Oral communication skills to provide information, guidance, support and advice to ministry program management on accommodation planning/management processes.
• Written communication skills to prepare and/or contribute to accommodation plans, financial analyses reports, issues documents, briefing papers, policy documents, and presentations.
• Financial analysis skills (cost/benefit review, variance, modelling) and basic accounting skills to balance the ministry's $30 million dollar accommodation rental account, and to participate in the account reconciliation and analysis.
• Computer applications including word processing, spreadsheet, Pathfinder, intranet and email as well as accounting software to maintain property portfolio records, conduct financial analysis, and prepare reports.
• Basic desktop publishing skills sufficient to prepare professional presentations for executives.

Freedom of Action :

Job requires working in accordance with established branch, ministry and government realty planning and management guidelines, directives, policies and procedures. The job acts with independence in reviewing and analyzing data for the ministry's corporate realty portfolio, identifying issues, providing information/advice, and producing reports. The job exercises judgement by conducting financial analysis of the corporate accommodation rental account and participating in the account reconciliation. The job provides research/analysis and contributes to the development of the annual ministry corporate Accommodation Plan. The job exercises judgement by providing analytical support to the development of ministry accommodation planning/management policy, and the production of briefings for ministry executives. Work is reviewed by the Manager, Infrastructure Planning and Project Delivery for effectiveness and thoroughness of analysis and recommendations. Job requires referring accommodation planning/management issues to the Senior Realty Administrator and the Manager, Infrastructure Planning and Project Delivery with recommendations.