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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00050470 |
Description Activated On: 7/23/2026 1:26:12 PM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. Serves as a Lease Contract Specialist 2 who represents Department of Human Services in approximately 175 real estate/parking leases throughout the Commonwealth of PA. Serves as liaison for DHS/DOH in regard to all DHS/DOH leased property. Meets with program offices, executive directors, administrative staff, lessors, building managers, DGS Bureau of Real Estate as needed, to ensure the continuity, safety and comfort of leased property throughout the Commonwealth of PA. Performs on-site inspections of all assigned leased property, master leased property, and state owned buildings on a semi-annual basis. Meets with Chief of Leasing and Logistics on a regular basis to apprise supervisor of all lease activity. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. This is advanced technical work involving such functions as developing/updating DHS/DOH lease specifications, analyzing lease proposals, providing data to adjust lease payments, coordinating and performing pre-construction meetings, meetings with lessors or their representative, and DHS/DOH management staff to resolve problems/issues in leased property throughout the Commonwealth of PA. Responsibilities include analyzing, advising or suggesting changes or improvements to the utilization of space and equipment, and the effective use of the facility. Gathers necessary background data, analyzes the data, develops conclusions and recommendations, and prepares clear and concise oral and written reports/spreadsheets. Performs onsite inspections of leased property on a semi-annual basis. Works with various Program Offices, furniture vendors, moving contractors, and lessors in the development of floor plans for leased space. Acts as project coordinator for all moves associated with assigned leased property. Acts as liaison between Program Offices and DGS regarding Master Lease buildings and State Office Buildings throughout the Commonwealth of PA. Analyzes lease proposals presented to Division of Facilities and Property Management for review from the DGS Bureau of Real Estate. Coordinates visits with program office and other team members to evaluate each site. Leads discussion with lessor to ensure all questions/concerns about each site are addressed. Following each site visit, identifies advantages and disadvantages of each site. Reviews recommendations of Program Office, management, and professional staff, performs evaluation/analysis of proposed properties, prepares oral/written reports and assists in developing in spreadsheet of costs in proposal to establish the relative ranking for the evaluation process. Coordinates lease project meetings with lessors and program office management staff to ensure expectations of projects are clear. Ensures any outstanding issues are addressed. Meets with and engages DGS Bureau of Real Estate for support and assistance with lessors for any issues that cannot be resolved directly with lessor. Reviews and evaluates proposals and/ or blueprints for leasehold improvements or renovations and, prepares analysis to go to program office for site selection and suggests enhancements. Elevates sensitive site circumstances to attention of superiors. Coordinates construction of new site and schedules a pre-construction meeting. Chairs the meetings with lessor tradesmen, architect, general contractor, program office staff, DGS real estate representative, OA/IT Delivery Center staff, surplus officer, and vendor representative. Prepares, maintains, and distributes as appropriate official minutes of all pre-construction meetings. Conducts progress inspections to ensure lessor is constructing or renovating space in accordance with DHS plans and specifications. Ensures OA/IT Delivery Center staff and furniture contractor are in contact with lessors’ contractors and on schedule. Conducts the final compliance inspection on new leased facilities prior to occupancy. Upon final acceptance of the building, prepares notification to Comptroller’s Office to begin new rental payments. Follows-up with inspection to ensure that any noted corrections have been completed. Works with various Program Offices, furniture vendors, moving contractors, and Architect in the development of floor plans for leased space. Responsible to coordinate all meetings associated with relocation. Prepares timelines/reports in a timely manner and presents them orally and/or in writing to management. Acts as liaison regarding all wiring, telecommunications and data issues with Program Offices, lessor, and wiring and telecommunications vendor. Ensures program office budgetary concerns are taken into consideration and discussed prior to delivering a final plan. Meets with Program Office budget staff as needed. Immediately notifies Chief, Division management staff, and Safety and Environmental staff of any safety or health issues related to leased buildings. Assists program office staff to notify lessors of building issues such as water intrusions, janitorial services, HVAC issues, snow/ice removal, roof issues, etc. Monitors and tracks issues and follows up with lessor/program offices, and DGS as needed or determined. Follows-up with inspection as needed to ensure that any noted corrections have been completed. Initiates action to have HVAC systems inspected to be in compliance with lease specifications. Follows-up with DGS and the lessor to correct all violations. Ensures lessor schedules HVAC, asbestos, and mold inspections where needed in leased space and engages professional team members to assist as needed. If remediation is necessary, incumbent will ensure lessor performs work completely. Responsible to notify Chief of approaching lease expiration and advises if renewal option(s) are available. Identifies items that require lessor attention, per the lease: such as painting, carpeting, roof repairs or HVAC. This requires thorough knowledge of lease language as well as intention of language. Works with Chief to negotiate these items with lessor to secure lessor agreement, prior to program making commitment exercising lease option. If lessor agrees, coordinates exercising option with the Department of General Services (DGS). If no option exists or reason to relocate is justifiable, works with program office to acquire new space/amendment or new lease. Conducts site visits and travels to leased buildings approximately 40% of the week and works in the office 60%. Prepares Field Unit Reports (FUR) within five (5) working days of all site visits and submits to Supervisor for review. Upon approval, distributes FUR accordingly and posts on the Division’s server. Responsible for maintaining organized, easy-to-access leased files, shared email resource account, and One Note for assigned leased properties. Responsible for performing all research and preparing all documentation necessary to support all assigned real estate and parking leases such as, but not limited to, lease renewals, lease amendments, acquisition of new parking spaces, amending parking leases to reflect change in number of parking spaces. As necessary, works with DGS Bureau of Real Estate, Program Office, Comptroller to ensure all documentation is processed in an appropriate and timely manner. As needed, attends and represents DFPM at lease related meetings. Utilizes the SAP Flexible Real Estate (FRE) System to review lease/CPI information. Reviews FRE lease reports, analyzes leasing trends, provides information and/or analysis of the report and prepares oral or written reports to executive staff/program offices or DGS, Bureau of Real Estate. Utilizes Microsoft to develop timelines and manage projects. Prepares timelines for upcoming leasing projects. Makes recommendations to Chief regarding updates or additions to lease specifications. Attends and participates in meetings as necessary to update/add to lease specifications. As requested, attends meetings of the Board of Commissioners of Public Grounds and Buildings when DOH/DHS has leases before the Board for approval. Provides administrative and analytical support in the following areas: the planning and implementation of projects, definition of project scope, goals and deliverables, defining project tasks and resource requirements, assembling and coordinating project staff, managing project resource allocation, planning and scheduling project timelines, tracking project deliverables, providing direction and support to project team, quality assurance and quality control, constantly monitoring and reporting the progress of the projects to all stakeholders, presenting reports defining project progress, problems and solutions, implementing and managing project changes and interventions to achieve project outputs, project evaluations and assessment of results, people management, strategic planning, risk management, change management, project management software. Attends seminars, conferences, and other training opportunities to continually acquire knowledge in all aspects of building and space management. Provides oral/written status reports as needed. Performs other related duties as required. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Work is performed with independence and periodically reviewed upon completion by a technical or administrative superior for compliance with general instructions and policies, adequacy of the application of management analysis principles or techniques, and soundness of conclusions and recommendations. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. N/A 5. N/A 6. N/A |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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