Tax & Water Coordinator

About the Role:

Reporting to the Revenue and Collections Manager, the Tax & Water Coordinator coordinates specialized property tax and water revenue administration, including tax registration and tax sale processes, statutory timelines, complex account investigations, tenant agreements and water billing activities. The role analyzes legislation, account and ownership information; coordinates internal and external stakeholders; identifies compliance and revenue risks; and provides technical findings and recommendations to support management decisions and accurate, timely administration of municipal revenues.

What You'll be Doing:

Tax Registration and Tax Sale Administration

• Coordinate the administrative requirements associated with the registration of tax arrears certificates and municipal tax sale proceedings in accordance with the Municipal Act and applicable regulations, policies and procedures.

• Review eligible tax accounts and prepare supporting documentation required to initiate the tax registration process.

• Establish and maintain tax registration and tax sale files, tracking systems and supporting records.

• Monitor statutory timelines and key dates throughout the tax registration, redemption and tax sale processes to ensure required actions are completed within legislated timeframes.

• Prepare, coordinate and maintain statutory notices, correspondence and other documentation required throughout the tax registration and tax sale process.

• Coordinate with the City’s external tax sale service provider regarding registrations, notices, searches, statutory requirements, redemption periods and tax sale proceedings.

• Liaise with property owners, mortgagees, legal representatives, financial institutions, external service providers and other interested parties regarding administrative requirements associated with registered tax arrears.

• Review and verify payment activity, account information and supporting records for properties subject to tax registration; identify discrepancies, compliance risks and matters requiring management direction.

• Coordinate the administrative requirements associated with extension agreements, including preparation of supporting documentation, payment tracking and monitoring of agreement requirements.

• Coordinate redemption activities, including preparation and verification of account information and supporting documentation required to cancel tax arrears certificates.

• Coordinate administrative requirements associated with properties proceeding to tax sale, including preparation of tender documentation, advertising information, statutory notices and supporting records.

• Assist with the administration of tender openings and maintain required documentation relating to bids received.

• Coordinate post-tax sale administrative activities, including file closure, documentation, account updates and communication with applicable internal and external parties.

• Research and analyze property, ownership, lien, account and legislative information from multiple sources to support tax registration and tax sale proceedings; document findings and determine appropriate follow-up within established authority.

• Identify complex, unusual or legislatively sensitive tax sale matters and escalate to the Revenue and Collections Manager for review and direction.

• Analyze tax registration and tax sale activity, maintain statistics and status reports, identify emerging issues or process gaps, and recommend improvements to management.

  Water Administration

• Establish, maintain and update water billing account information in accordance with approved documentation and City procedures.

• Administer and coordinate all tenant-related water billing activities, including tenant agreements, account setup and maintenance, tenant changes, and commencement or discontinuation of service. Provide specialized technical support for property ownership changes and transfers, including investigating complex documentation, resolving account discrepancies and coordinating with Water Billing staff and other stakeholders as required.

• Analyze complex water account discrepancies or unusual billing activity using meter history, work orders, ownership and tenant records and billing data; determine appropriate corrective action within delegated authority and seek approval where required.

• Review and analyze complex water billing adjustments, cancellations, transfers and rebillings, determine appropriate corrective actions within established policies and delegated authority, and provide technical guidance to Water Billing staff to support accurate and consistent application of billing procedures.

• Coordinate meter reading follow-up and related account activities necessary to support accurate and timely water billing.

• Prepare work orders or requests for meter investigation, replacement, testing or other follow-up where required.

• Receive and respond to inquiries relating to water accounts, tenant agreements, meter readings, regular billings, billing adjustments and related matters.

• Act as a technical resource to Water Billing staff by providing guidance on complex account matters, assisting with the resolution of unusual billing situations, coordinating with internal departments and identifying recurring operational issues and opportunities for process improvements to strengthen accuracy, efficiency and service delivery.

  Property Tax and Revenue Administration

• Assist with property tax account research and administrative activities associated with taxation, billing and collections as required.

• Research and interpret property, account and legislative information, reconcile conflicting records, and identify compliance or revenue risks associated with assigned tax and revenue administration matters.

• Prepare correspondence and supporting documentation relating to assigned tax and revenue administration activities.

• Respond to internal and external inquiries regarding assigned property tax and water administration functions in a courteous, professional and tactful manner.

• Provide administrative support during regular property tax billing cycles and other significant Revenue Services activities as required.

• Develop and maintain procedures, statutory deadline trackers, records and reporting tools; identify recurring issues and recommend practical process or control improvements to support accuracy, operational continuity and legislative compliance.

• Provide back-up support to other Revenue Services functions as required.

• Perform other similar and related duties as assigned.

What's Required:

• Minimum 2-year college diploma in accounting, business administration or public administration.

• Completion of the Municipal Tax Administration Program (MTAP) through the Ontario Municipal Tax and Revenue Association (OMTRA).

• A minimum of two (2) years of current municipal experience related to property taxation, water billing, collections or revenue administration, with knowledge of the Municipal Act, Assessment Act and related regulations governing municipal taxation and tax sales.

• Proficiency in Microsoft Office 365, including Excel, with experience using municipal property tax, water billing, financial and work management systems (such as CentralSquare Taxes, Vailtech, PeopleSoft, AMANDA and City Works) considered an asset.

• Advanced knowledge of municipal taxation and water administration processes, including applicable provisions of the Municipal Act and related legislation.

• Strong verbal and written communication and customer service skills.

• Demonstrated ability to independently coordinate complex files, exercise sound judgment within delegated authority, prioritize competing statutory deadlines and identify matters requiring management or legal direction.

• Strong analytical, investigative, research and problem-solving skills, including the ability to interpret legislation and financial/account records, document findings, recommend improvements and communicate effectively with external service providers, legal representatives, property owners and internal stakeholders.

• Completion of Ministry of Labour Worker Health and Safety Awareness training.

• A demonstrated commitment to enhancing a safety culture.