Kingston City Council - Position Description

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1 Position - Identification Position Title Property Data Officer Position Classification Band 4 Position Category Permanent Position Status Full Time Position Number 1614, 1922 Division Corporate Services Department Property Data, Property Services Location Cheltenham Date Updated August 2013 Position - Organisational Relationships Reports to Property Data CoOrdinator Supervises Nil External Relationships Contract valuers, utility companies, solicitors, external government departments, ratepayers, real estate agents and property valuers, general public and the office of Valuer General Victoria Position Summary To provide accurate and efficient administrative support, including general clerical duties, to the Property Data and Property Services Department. Responsible for the creation of all property records and rate assessments as required. To maintain and provide accurate information to Councils Contract Valuers for the undertaking supplementary valuations, valuation enquiries or objections to Councils Statutory Rating Valuations. The incumbent must possess the ability to work independently but also contribute as a key team player forming part of a well-developed team environment. Position Responsibilities Responsibility Description of Responsibility Insert sub headings here Maintaining Councils Corporate Property Database of Pathway/INFOR and the Property / Valuations database of VM2020. Providing accurate advice and information to customers on the telephone and/or in person regarding property or valuation enquiries. Providing administration support to Property Data CoOrdinator and the Property Services department as required. This includes general clerical duties such as typing, filing and arranging team meetings. Generating appropriate and accurate written responses to Property and Valuation correspondence. Updating and maintaining property and valuation records with all relevant information. Processing of Building Permits for supplementary valuation TRIM Ref 13/ OF 5

2 purposes. Review of Planning Permits for supplementary valuation purposes. Processing of subdivisions/consolidations for supplementary valuation purposes. Process Planning Permits relating to occupancy changes for supplementary valuation purposes. Creation of new property and rate records for multi-unit developments, subdivision or consolidations. Issue new street numbers for unit developments and review existing numbering in line with guidelines and policy where requested by owner. Both create and maintain system generated letters as required by the Property Data CoOrdinator and of the team. Produce and maintain Councils Sales Register utilising valuations software and reporting. Other duties as requested by Property Data CoOrdinator and that of Team Leader Property Services. Position - Delegation, Authority and Judgement Financial Accountability Nil Position Delegation(s) Nil Accountability and The incumbent is accountable for: Extent of Authority The incumbent is accountable for ensuring processes undertaken are in line with procedure and workflow of the Property Data department. The incumbent is expected to be accountable for individual works undertaken and will provide helpful assistance in resolving issues as a result of error. The incumbent will often provide information to clients and/or information/support to colleagues or more senior employees. The freedom to act is limited by procedure and standards, encompassed by the nature of works assigned to the position. The work falls within specific timeframes and guidelines and improvement or enhancement to process are reviewed and established by the team overall. The incumbent has sufficient freedom to plan future works at least a week in advance. The incumbent s decisions and actions are limited to a localised group or function, individual tasks or to internal procedures and processes. The incumbent will be requested to effectively communicate within team building activities and contribute constructive strategies in TRIM Ref 13/ OF 5

3 future planning of the team. Judgement and Decision Making The incumbent is encouraged to take care in judgement and where given authority to implementing decisions. Although the ability to judge and make decisions is limited, it is encouraged to reasonably share thoughts among the team. The incumbent may be required to quantify the amount of resources needed to meet objectives. Guidance and advice by the Property Data CoOrdinator or colleagues are always available within the time available to make a choice or a decision. Person Essential Specifications and Technical Skills (Key Selection Criteria) NOTE: Bullet points that are in BOLD are the key selection criteria Specialist Skills/ Knowledge Possess a knowledge and understanding of the principles and practices of subdivision and supplementary valuations within a statutory environment. Have a base knowledge and understanding of statutory rating valuations within Local Government, in accordance with the Valuation of Land Act 1960 and Local Government Act Knowledge and understanding of planning permits, building permits etc. Knowledge of titles and various plans of subdivisions etc Ability to read and measure building plans. Proficiency in the operation of PCs and other computer based information systems including advanced spread-sheeting and database skills for processing and presenting information. Have experience with software systems of Pathway/INFOR Preferably have previous experience utilising VM2000 or VM2020 or other valuations software packages currently used within Local Government (VicVal, Proclaim etc). Sound financial skills. Analytical skills to aid in problem solving. Be proficient, accurate and timely in the database maintenance of Councils corporate property and valuations software systems. Be proficient in the applying standardised procedures and practices in relation to property and rating services within Council. Ability to confidently approach and actively resolve property or valuation enquiries where possible. Management Skills The ability to plan and program work. The ability to achieve objectives in an efficient way with resources available. The ability to provide direction, leadership and on the job training TRIM Ref 13/ OF 5

4 if or as required. The ability to be aware of time, manage time and organise work and work to set priorities. The ability to support those within a team environment and be a valuable key player. Interpersonal Skills Use of communication technology proficiently Sound written and oral communication skills, including skill in preparation of routine correspondence and reports. Ability to establish and maintain good working relationships with fellow staff and be able to resolve problems individually or as a team. Ability to work well and communicate effectively within a team environment. At all times be courteous, polite and respectful with all internal staff and any persons external to Council. Possess a high level of maturity and display positive attitude. Negotiate and resolve conflict Qualifications/ Experience Some experience in the management of municipal property data ideally in local government organisation. Database and property, rates and valuation experience is desirable. Shared Organisational Responsibilities Values and Behaviours The City of Kingston has six organisational values which guide behaviours and decision-making. It is through this framework, that high quality services are delivered to employees and the community. Employees have an important role to play in leading the way and will uphold Kingston s ethics and values, including the Code of Conduct. Kingston s Values: Future Orientated Accountable Expert Celebrate Community Centric Dynamic TRIM Ref 13/ OF 5

5 Safe Workplace Actions Policies and Procedures Legislative Framework The responsibilities of this position are completed in line with organisational Occupational Health and Safety (OH&S) policies and procedures. The incumbent will display and promote safe actions in the workplace at all times. The responsibilities of this position are completed in line with all council policies related to the position The responsibilities of this position are completed in line with the relevant legislative framework of the position s department. Position - Inherent Physical Requirements Enter summary of the physical requirements of the position. Eg Outdoor worker predominately working in the reserves, works with plants, soil and is exposed to environmental conditions Physical Demands of the Task and % of time allocated NEVER 0% OCCASIONAL 1-30% FREQUENT 31%-60% CONSTANT 61%-100% Sitting Driving Standing Walking Steps / Stairs Squatting Kneeling Looking Up Looking Down Bending Spine Forwards Bending Spine Backwards Working with hands above shoulder height Reaching forwards or sideways Gripping or Grabbing Fine Hand Coordination Lifting from Floor to Waist Lifting at waist height Lifting from waist to overhead Carrying equipment e.g., tools, plants etc Pushing Pulling Exerting force with one hand or one side of the body e.g. digging Holding, Supporting or Straining Other (please state) Adaptive Device(s) Available Description of their use Ergonomic assessment of office workstation Minimise effects of long periods of sitting (For office based positions) Ergonomic Chair (For office based positions) Minimise effects of long periods of sitting TRIM Ref 13/ OF 5

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