Are you a skilled and organized individual with proven knowledge of real estate practices? If so, consider this opportunity to provide clerical, administrative, and secretarial support to the Property Section within the Delivery Services Branch.
About the job
In this role, you will:
• establish and maintain electronic and hard copy filing systems and manage the storage, retrieval, archiving, and disposal of files
• administer property acquisition, disposition, and lease files, including preparing correspondence, monitoring status, and maintaining complete records
• prepare inactive files for archiving and shredding services
• maintain tax information for ministry lands and resolve taxation and assessment discrepancies
• monitor various property activities such as developing and monitoring Property Section budget expenditures, leasing, taxation and disposal functions of ministry owned-land and buildings.
• manage the Property Management Information System (PMIS) and maintain land inventory, lease, taxation, and disposal records
• monitor budget expenditures and process financial transactions, including invoices, rent payments, deposits, and expenditure tracking
• provide clerical and administrative support, including preparing reports, coordinating meetings, managing correspondence, and maintaining property request and clearance records
• prepare standard letters, memos and forms as a result of inquiries (example from utility companies, contractors, the public, internal and external sources
• prepare documentation for new hires, financial transactions, and information technology requests
What you bring to the team
Communication, teamwork and interpersonal skills
You can:
• determine and select appropriate terminology, style and format in correspondence and ability to draft letters
• provide service and respond to telephone, in-person or email inquiries to internal and external stakeholders
• clarify and explain in detail land management procedures to co-workers, management, municipalities, the public and/or contractors
• work in a team environment and communicate effectively with staff members
Investigative, analytical and evaluative skills
You can:
• review legal agreements, plans and sketches to identify the property being acquired, disposed of, demolished/ removed, or leased
• review data and identify the reason for the property acquisition
• identify where financial lease obligations are not being met and follow-up with tenants, obtain and review credit checks for prospective lessees
Organizational and time management skills
You can:
• prioritize work, multi-task, and co-ordinate tasks with co-workers
• ensure deadlines are met and land management activities are planned accordingly
Computer and math skills
You can:
• use computers and software applications such as word processing, spreadsheet and database (example: Microsoft Office Suite applications such as Explorer, Word, Excel, PowerPoint, Adobe Acrobat, Teams, ArcGIS, etc.)
• produce letters, memoranda, reports, forms, legal documents and maintain an electronic land inventory system
• calculate money for accounts payables and receivables, make area calculations, calculate the acreage of land, metric/imperial measurement conversions ,verify contractor's fees and realtor commission fees
Specialized knowledge
You have:
• knowledge of real estate sales and leasing practices, relevant sections of statutes such as, but not limited to the Expropriations Act, Assessment Act, Residential Tenancies Act, and Rent Control Act
• understanding and knowledge of government directives, policies, and guidelines related to the disposal, leasing, property taxation/assessment, demolition/removal and acquisition of lands
• ability to review property agreements, survey plans, and title record drawings to identify property descriptions and ensure that appropriate properties are identified within the paper and electronic records
• knowledge of relevant administrative policies, procedures, tools and guidelines to complete clerical and administrative tasks accurately and expediently
Don't meet every qualification?
If you are excited about this position and meet most, but not all, of the listed qualifications, please still consider applying. We recognize that no one person might have every qualification in this job ad, and you just might be the right candidate!
How we support diversity, inclusion and accessibility
We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions.
Our hiring process is accessible, consistent with Ontario's
Human Rights Code and the
Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer
accommodation to address specific needs related to Code-protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please
contact us.Learn more about the work the OPS is doing to create an inclusive, anti-racist, accessible and diverse workplace: