Job ID #32259: Tax Registration Officer

cityofhamilton; Hamilton; On-site; CAD 54,000 - 68,000; Full time

Job summary

The City of Hamilton is seeking a Tax Registration Officer to support the Tax Billings & Collections team. You will verify properties eligible for tax registration, conduct title searches, and prepare legal documents under the Municipal Act.

The role requires strong accounting knowledge and experience with Teraview. Responsibilities include negotiating payment arrangements, monitoring arrears, and providing guidance to staff.

Qualifications

• Proven knowledge of accounting procedures normally acquired through a college diploma or equivalent experience.
• Strong knowledge of Teraview Land Registry System and title searches.
• Municipal tax experience and knowledge of related legislation.
• Ability to calculate tax adjustments and registration fees in a computerized environment.
• Excellent written and verbal communication and interpersonal skills.
• Ability to work independently and in a team with strong time management.

Responsibilities

• Monitor properties eligible for tax registration and ensure title searches are completed.
• Negotiate payment arrangements and follow up on defaults.
• Prepare and register required documents including notices and certificates.
• Conduct on-line searches (Teraview) for ownership and mapping information.
• Liaise with MPAC, tax authorities, and other stakeholders as needed.
• Provide guidance to staff on tax registration and arrears processes.
• Assist in tax sale preparations and related duties.

Skills

Accounting procedures

Communication skills

Independent worker with teamwork

Negotiation and problem solving

Time management & organization

Education

College diploma in business accounting / financial field

Tools

Teraview Land Registry System

Microsoft Word

Microsoft Excel

Job description

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

SUMMARY OF DUTIES

Reports to the Tax Billings & Collections Administrator. Under the general direction of the Tax Billings & Collections Administrator, performs clerical and administrative duties with respect to the Tax Registration and Tax Sale process. Assists in protecting the City’s interest in properties that are in tax arrears by negotiating payment plans, conducts title searches to properties and prepares necessary paperwork to register a lien against the title of the property. Works closely with the City’s Legal Division to ensure that all processing requirements are in compliance with the Municipal Act.

GENERAL DUTIES

Monitors list of properties identified as eligible for tax registration. Under the general direction of the Tax Billings & Collections Administrator ensures that identified properties are properly searched for title and necessary documents are created for Signature by Treasurer. Registers documents on‑line using Provincial Land registry Teraview system upon approval.

Negotiates standard payment arrangements. Maintains and monitors all payment arrangements with taxpayers on outstanding property taxes, follows up on any defaulted arrangements and brings any issues forward to Tax Billings & Collections Administrator, Manager and/or Director.

Reviews and analyzes title searches and documents on Teraview to obtain pertinent information. Compiles summaries of pertinent information for subsequent document preparation.

Prepares for signature and registers various legal documents and forms including Certificate of Tax Arrears and Tax Arrears Cancellation Certificates as per Municipal and Provincial Government guidelines.

Conducts on-line execution/writ searches, corporate searches and produces Corporate Profile Reports on a Provincial and Federal level.

Assists Tax Billings & Collections Administrator in preparing initial By-Law and amending by-laws for approval by Council to authorize the negotiation of an Extension Agreement with taxpayers whose properties have a registered Tax Arrears Certificate.

Negotiates and prepares standard payment arrangements, Extension Agreements and follows up to ensure they are fully completed, signed off and filed with the City’s Clerk’s Department, taxpayer and tax office.

Prepares for signature all Notice of Registration and Final Notice letters and ensures timely mailings in accordance with the Municipal Act to property owner and all interested parties advising property is potentially at risk of going to tax sale.

Conducts on-line legal research in Teraview to assist with ownership and property issues. Pulls and reviews ownership documents, title searches and mapping as required. Provides information to the Municipal Property Assessment Corporation (MPAC) if required to address any issues and have the Tax Roll information corrected and updated accordingly.

Researches and gathers information from appropriate sources (ie. Ontario Property Tax Association, Municipal Property Assessment Corporation (MPAC), Vailtech Tax System and GISNet (Geographic Information System) for mapping).

Liaises with Ontario Property Tax Association, Municipal Property Assessment Corporation, consulting firms, mortgage holders, law firms etc.

Processes annual, and as required, notifications to property owners subject to the tax registration process.

Processes and mails tax registration documentation as required and in accordance with the Municipal Act.

Prepares correspondence as required.

Receives and answers inquiries from staff, law firms, financial institutions, and the public on tax registration process, arrears payment plans, extension agreements etc

Provides clarification to all front line Tax and Customer Service staff on tax registration and tax arrears.

Assists Tax Billings & Collections Administrator with tax sales as required.

Perform other duties as assigned which are directly related to the responsibilities of the position.

QUALIFICATIONS

1. Proven knowledge of accounting procedures normally acquired through the successful completion of a community college diploma in business accounting, financial field or general business program or through a combination of education and relevant previous work experience.
2. Strong working knowledge of Teraview Land Registry System with demonstrated ability in conducting title searches, mapping legal descriptions and registering documents.
3. Previous municipal tax experience preferred. Working knowledge of Municipal Taxation Legislation, particularly, but not limited to, legislation pertaining to Tax Collection and Sale of Land for Tax Arrears.
4. Demonstrated knowledge of accounting procedures in a computerized environment with demonstrated ability to calculate tax adjustments as it pertains to tax arrears registrations, penalty, interest and registration fees etc.
5. Excellent working knowledge of Word, Excel and database software. Demonstrated ability to manipulate data within excel spreadsheets.
6. Good analytical skills to monitor tax accounts.
7. Excellent written and oral communication skills, interpersonal and conflict resolution skills, demonstrated tact and professionalism in dealing with the public, law firms, and financial institutions.
8. Demonstrated ability to work independently and in a team environment as well as demonstrating strong time management and organizational skills.
9. Demonstrated ability to effectively balance the interests of the City, while providing compassion and understanding to taxpayers in financial hardship.
10. Demonstrated negotiation and problem solving skills with a high sense of integrity. and the Ability to maintain a high degree of confidentiality when negotiating payment arrangements with taxpayers for outstanding taxes.

Disclaimer:

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy.Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms:

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes.Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.

• Job ID #32259: Tax Registration Officer
• Union:CUPE Local 5167
• Job Description ID #: 7160
• Duration: Up to 24 months
• Vacancy type: This posting is for an existing vacancy
• Internal applicants should apply with your work e-mail address. External applicantsare considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.