JOB TITLE: LEASE CONTRACT SPECIALIST 3

JOB CODE: 09452

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 advanced professional and analytical work in developing and finalizing complex leasing agreements for commercial, office, land, retail, parking, and warehouse space.

An employee in this job administers the implementation of master lease agreements and space allocation plans, analyzes leasing policies and strategies, and provides consultation to program managers on the development, implementation, negotiation, and evaluation of lease agreements. Work involves researching, developing, and implementing leasing policies and methods to meet program and agency goals; and developing and enforcing performance measures for executed lease contracts by working with legal and comptroller staff to settle contract disputes, enact corrective action plans, or recover liquidated damages. Work also involves recommending criteria and standards to evaluate lessor performance and ensure adherence to lease contract requirements; and enforcing lessor compliance with negotiated terms, conditions, relevant laws, and policies. Work may include participating in the negotiation of lease agreements that are politically sensitive or subject to litigation. Work may also include functioning as a supervisor over lower level leasing staff; and serving as an agency liaison to the Department of General Services (DGS) for requests for delegation of authority or securing lease agreements. Work is performed independently under the general direction of an administrative supervisor for effectiveness of results.

DISTINGUISHING CHARACTERISTICS:

• Non-supervisory work at this level is differentiated from the lower level jobs based on the development and execution of complex contracts that typically involve statewide scope or coordination among multiple government entities and programs; high visibility and political sensitivity; extensive legislative and policy considerations; and significant impact on the agency mission. Positions at DGS or other agencies with legislative authority are also responsible for the negotiation of complex contracts.

• Work may involve supervising subordinate leasing staff, including at least one position at the Lease Contract Specialist 2 level, performing professional work in developing, implementing, and evaluating 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.)

• Develops lease contract policies that meet agency objectives for service delivery and cost efficiency.

• Directs the evaluation and recommendation of potential sites available for lease.

• Develops and provides training to lower level Lease Contract Specialists on preparing lease documents and on processes related to leasehold improvements and rental deficiencies.

• Determines appropriate remedies to enforce compliance of lease agreements, prepares detailed documentation, and communicates resolutions to lessors.

• Implements corrective action against lessors in default cases by consulting with the agency Comptroller to stop rent payments, recoup funds, and terminate leases.

• Provides consultation to using agencies in addressing lessor and lease contract issues and works collaboratively to resolve disputes between tenant agencies and lessors.

• Provides training to lower level lease contract specialists and agency staff on new or revised real estate processes, procedures, and systems.

• At DGS, serves as a liaison and responds to public inquiries on leasing matters for legislative, press, and right to know requests.

• At DGS, develops operational methods and procedures; and manages the leasing of office, commercial, parking, and warehouse space for the Pennsylvania Liquor Control Board.

• At DGS, determines necessary corrective actions to enforce compliance of lease agreements, prepares detailed documentation, and communicates resolutions.

• At DGS, evaluates the efficiency and effectiveness of office space usage in accordance with the Americans with Disabilities Act (ADA) and the DGS manual for space utilization.

• Provides consultation to managers and program staff in addressing lessor and lease agreement problems and works collaboratively to resolve disputes between parties.

• Provides response to emergency emails, text messages, and phone calls during off hours pertaining to complex lease agreements.

• Conducts lessor site visits to ensure contract compliance, evaluate proposed sites, and complete proposal comparison sheets for complex lease actions.

• Prepares lease reports, reviews leases approaching expiration, and develops an action plan for future leased space.

• 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 other related work as required.

ENTRY LEVEL KNOWLEDGES, SKILLS AND ABILITIES:

• Knowledge of lease contract principles and best practices.

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

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

• Knowledge of technical writing and contracting principles.

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

• Ability to develop and analyze policies, procedures, and standard business practices for 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 establish 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 2 (commonwealth title);

or

• Two years 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.