JOB TITLE: LEASE CONTRACT SPECIALIST 2

JOB CODE: 09451

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 professional and analytical work preparing, securing, and modifying lease agreements for commercial, office, land, retail, parking, and warehouse space; and managing leased real property.

An employee in this job analyzes and evaluates leasing needs to identify the best value to the commonwealth and manages leased properties by resolving maintenance requests, conflicts, and tenant issues with landlords. Work involves developing and coordinating lease contracts, amendments, and other legal documents related to leased property; ensuring appropriate tax and utility adjustments are verified and reimbursements are processed to lessors; recommending properties available for lease; and ensuring inclusion of necessary terms and conditions on lease contract documents. Work also involves providing guidance regarding lessor compliance with negotiated terms, conditions, relevant laws, and policies; and recommending corrective actions. At the Department of General Services (DGS), work includes negotiating centralized leases and lease amendments, and preparing solicitations for proposals for the lease of property to the commonwealth. Work is performed under general direction and is reviewed for adherence to established policies, procedures, standards, and objectives.

DISTINGUISHING CHARACTERISTICS:

• Work is differentiated from the lower-level job based on the responsibility to manage leased properties and to develop, execute, and evaluate lease contracts.

• In DGS, consults with and provides guidance to representatives of state agencies, real estate brokers, and property owners to ensure effective management of leased properties; and negotiates lease contracts and amendments.

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.)

• Analyzes and reviews field office leases to determine adherence to established standards for location, space allocation, cost, and type of construction.

• Conducts inspections of leased property to determine physical condition, necessity for repair or alterations, and compliance with lease contracts.

• Coordinates resolutions of complaints regarding repairs to buildings and other issues with lessors, lessees, or other parties.

• Prepares specification packages and advertising requirements to be used in soliciting lease proposals.

• Pursues corrective action against lessors by collaborating with agency legal office to draft and issue deficiency letters.

Commonwealth of Pennsylvania 2

• Assesses leased properties to determine if co-locations, consolidations, and space reductions are available.

• Advises lessors and real estate brokers on commonwealth leasing policies and procedures.

• In DGS, negotiates lease contract terms and conditions with lessors.

• In DGS, recommends and implements agency-wide lease contract policies, procedures, processes, and initiatives.

• Reviews leases approaching expiration and recommends renewal or relocation.

• Performs the full range of supervisory duties.

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

• Operates motor vehicles

• Performs other related work as required.

ENTRY LEVEL KNOWLEDGES, SKILLS AND ABILITIES:

• Knowledge of the standard practices and procedures involved in leasing administration and leased property management.

• Knowledge of legal and contractual language used in leased property management and leasing transactions.

• Knowledge of applicable laws, rules, regulations, and procedures impacting lease management functions.

• Knowledge of technical writing and contract principles.

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

• Ability to analyze and implement policies, procedures, and standard business practices for their application to contractual agreements.

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

• 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 maintain effective working relationships.

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

• One year of experience as a Lease Contract Specialist 1 (commonwealth title);

or

• One year of professional experience performing 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.