JOB TITLE: LEASE CONTRACT SPECIALIST 1

JOB CODE: 09450

SERIES NATURE OF WORK: The Lease Contract Specialist job series describes professional work in strategically managing leased real property for commonwealth agencies, boards, or commissions.

DEFINITION: This is entry level professional and analytical work securing and modifying lease agreements for commercial, office, land, retail, parking, and warehouse space.

An employee in this job analyzes leasing needs, assists with enacting new lease requests and leasehold improvements, advises program managers on the development and implementation of lease contracts, and ensures building issues and maintenance schedules are addressed in the contract language. Work involves participating with higher-level lease contract specialists, facility managers, and the Department of General Services (DGS) to resolve lease contract issues and initiate new requests for lease agreements and office space renovations. Work also includes serving as a liaison with lessors and contractors, providing vendor cost analysis and rate discrepancy information to the state comptroller, recommending resolution for contract deficiencies and disputes, monitoring lease expirations, reviewing plans and specifications for construction of new leased buildings, and preparing required forms and correspondence for submission to approving authorities. Work is reviewed in progress and upon completion for adherence to established policies, procedures, and standards.

EXAMPLES OF WORK: (NOTE: The examples of work are representative of the work, but every position classified to this job may not perform all examples of work listed. Conversely, this is not an all-inclusive list of work examples.)

• Prepares and maintains lease and lease renewal contracts for commonwealth real property, including retail and warehouse space and parking facilities.

• Analyzes lease actions submitted by field staff and makes recommendations to higher level lease contract specialists at DGS.

• Prepares vacant space advertisement requests for submittal to DGS.

• Provides guidance to agency staff on lease deficiencies, researches prior deficiencies and defaults, and drafts deficiency notices.

• Reviews lease contract language and collaborates with DGS to report lessor non-compliance and identify corrective actions.

• Prepares reports for review by higher level staff on the status of lease contract actions and real estate operation expenditures.

• Identifies the need for space allocation reviews of operational offices and centers and consults with DGS to conduct space evaluations.

• Makes lease billing payments and works with vendors on discrepancies.

• Recommends and implements policies and procedures pertaining to leased parking operations.

• Conducts courthouse record searches to identify current and historic titles and leases affecting the settlement of potential lease contracts.

• Coordinates the relocation of offices and furniture, consulting with furniture vendors and other contractors to provide project budget estimates.

• Researches leasing rates in specific geographic areas.

• Prepares tax and utility escalation reports to ensure lessors and the commonwealth receive appropriate compensation.

• Performs the full range of supervisory duties.

• Employees in this job may participate in the performance of subordinates’ work consistent with operational or organizational requirements.

• Operates motor vehicles.

• Performs related work as required.

ENTRY LEVEL KNOWLEDGES, SKILLS, AND ABILITIES:

• Knowledge of leasing methods and procedures.

• Knowledge of technical writing and contract principles.

• Knowledge of the use and functionality of Microsoft Office Suite software.

• Ability to apply critical thinking skills to identify and resolve problems.

• Ability to interpret and apply regulations, policies, and procedures.

• Ability to analyze written and numerical information.

• Ability to perform mathematical calculations.

• Ability to communicate effectively orally.

• Ability to communicate effectively in writing.

• Ability to establish and maintain effective working relationships.

MINIMUM EXPERIENCE AND TRAINING: (NOTE: Based on the Entry Level Knowledges, Skills, and Abilities)

• One year of experience performing technical lease contract or property management work; and a bachelor’s degree;

or

• An equivalent combination of experience and training.

SPECIAL REQUIREMENTS:

• All positions require the possession and maintenance of an active Pennsylvania non-commercial Class C driver’s license or equivalent.