Property Clerk

at  Ministry of Transportation

Are you a skilled and well-organized individual with proven knowledge of real estate practices? If so, consider this opportunity where you will provide clerical, administrative and secretarial support to the Property Section, which includes monitoring various property activities, developing and monitoring Property Section budget expenditures, leasing, taxation and disposal functions of ministry-owned land and buildings.

COMMUNICATION, INTERPERSONAL AND TEAMWORK SKILLS

• You have written communication skills to determine and select appropriate terminology, style and format in correspondence and ability to draft letters
• You have interpersonal skills to courteously provide service and respond to telephone, in-person or email inquiries to internal and external stakeholders
• You can clarify and explain in detail land management procedures to co-workers, management, municipalities, the public and/or contractors
• You can work in a team environment and communicate effectively with staff members

INVESTIGATIVE, ANALYTICAL AND EVALUATIVE SKILLS

You have:

• investigative skills to review legal agreements, plans and sketches to identify the property being acquired, disposed of, demolished/ removed, or leased
• analytical skills to review data and identify the reason for the property acquisition
• evaluative skills to 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 have organizational and time management skills to prioritize work, multi-task, and co-ordinate tasks with co-workers
• You can ensure deadlines are met and land management activities are planned accordingly

COMPUTER AND MATH SKILLS

• You are proficient with computers and computer software such as word processing, spreadsheet and database (example: Microsoft Office Suite applications such as Explorer, Word, Excel, PowerPoint, Adobe Acrobat, Teams, ArcGIS, etc.)
• You can produce letters, memoranda, reports, forms, legal documents and maintain an electronic land inventory system
• You can calculate money for accounts payables and receivables (example: rent payments, sale proceeds), 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
• You have understanding and knowledge of government directives, policies, and guidelines related to the disposal, leasing, property taxation/assessment, demolition/removal and acquisition of lands
• You can 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
• You have knowledge of relevant administrative policies, procedures, tools and guidelines to complete clerical and administrative tasks accurately and expediently

In this role, you will:

• establish and maintain hard copy and electronic filing systems
• prepare inactive files for archiving and shredding services
• manage and maintain an electronic land inventory data system
• review and investigate property agreements, Orders-in-Councils, and correspondence to determine status/classification of property and/or need for file
• prepare standard letters, memos and forms as a result of inquiries (example: from utility companies, public, contractors, internal and external sources)
• prepare standard format advertisements relative to the leasing or sale of land
• monitor status of properties in the processes of acquisition and disposition
• contact tenants behind in their rental payments and refer delinquent payments to the Supervisor
• obtain credit checks on prospective tenants
• maintain accurate tax information
• perform clerical duties within the Property Section
• prepare documentation for new hires, financial transactions, and information technology requests
• monitor expenditures and process expense accounts