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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00086917 |
Description Activated On: 8/5/2026 1:19:49 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. As part of the Department of General Services' Bureau of Real Estate, Real Estate Acquisitions and Dispositions Division, this position performs advanced professional, administrative, and technical real estate work involving acquisitions, dispositions, lease-outs, easements, public service line license agreements, and related real property transactions for Commonwealth agencies, boards, and commissions. The position reviews, negotiates, processes, coordinates, and ensures compliance with real estate agreements, contracts, due diligence activities, legislative requirements, property records, and transaction milestones. The position provides technical assistance to agencies and stakeholders, and supports timely, accurate, transparent, and efficient completion of Commonwealth real property actions in accordance with applicable laws, policies, procedures, and supervisory direction. |
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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. Administers real estate transactions involving acquisitions, dispositions, lease-outs, subleases, easements, public service line license agreements, lease-with-option-to-purchase agreements, demolition, maintenance, and related Commonwealth real property actions. Reviews agency requests, surplus declarations, property records, authorizing legislation, due diligence materials, and transaction requirements to determine required steps and recommend an appropriate course of action. Negotiates real estate agreements and transaction terms with agencies, purchasers, bidders, property owners, utilities, and other parties in accordance with policy, legal requirements, Office of Chief Counsel guidance, and managerial direction. Evaluates Commonwealth-owned real estate and recommends sale, lease, demolition, acquisition, lease-out, easement, or other transaction based on agency need, property condition, fair market value, legal authority, due diligence findings, and public interest considerations. Conducts or coordinates site inspections and property tours to assess physical condition, repair needs, occupancy or use, lease-out compliance, access issues, and other property-specific conditions affecting assigned transactions. Obtains, reviews, and evaluates appraisals, title reports, environmental reports, boundary surveys, subdivisions, inspections, land use feasibility studies, and related due diligence materials; identifies issues requiring resolution or escalation. Develops and administers electronic Invitation to Bid and other online solicitation packages for the sale of surplus properties, including required property information, postings, procedural questions, and bidder notifications. Evaluates bids and proposals for responsiveness and coordinates negotiations with bidders and agencies to support compliant, timely, and advantageous real estate transactions for the Commonwealth. Prepares, reviews, and coordinates agreements of sale, lease-out agreements, subleases, easements, public service line license agreements, deeds, memoranda of understanding, interagency agreements, quitclaim deeds, and related documents. Prepares draft legislation, House Rule 32 and Senate Rule 12 memoranda, and supporting transaction information for land conveyances. Coordinates acquisitions, including purchase and eminent domain matters, in accordance with the Pennsylvania Eminent Domain Code, applicable legal requirements, and direction from the leadership and the Office of Chief Counsel. Advises Commonwealth agencies on surplus property dispositions, acquisition, conveyance, lease-out, easement, and related real estate procedures. Coordinates with agency representatives, agency executives, legislative affairs staff, Office of Chief Counsel, fiscal and risk-management partners, DCED, Capital Programs, local municipalities, utilities, bidders, purchasers, and other stakeholders. Maintains transaction records in TRIRIGA, Docfinity, Sharepoint, and related systems; uploads essential documents and coordinates Land and Building Inventory updates with appropriate business systems staff. Manages assigned lease-out records, renewal dates, insurance or compliance documentation, rent collection information, and accounts receivable coordination using SAP, Flexible Real Estate, TRIRIGA, or other related systems. Provides technical assistance to the Office of Chief Counsel and other internal stakeholders on document review, transaction history, property records, and other real estate issues. Prepares meeting agendas, minutes, correspondence, status updates, briefing materials, and transaction summaries for assigned matters. Tracks milestone dates, required approvals, due diligence status, document status, and transaction risks; identifies delays, barriers, and issues requiring escalation to leadership. Prepares property-specific data, transaction updates, reports, and subject-matter expertise to support division leadership, the annual disposition plan, workload tracking, performance reporting, and process improvement efforts. Analyzes transaction issues, policies, procedures, forms, and templates and recommends revisions or improvements based on assignments and operational needs. Plans, organizes, and prioritizes assignments by establishing goals, schedules, and follow-up actions to ensure work is completed accurately and timely. Maintains professional knowledge of real estate laws, policies, procedures, appraisal practices, eminent domain, leasing, conveyance, and Commonwealth requirements through training, seminars, research, and professional development. Performs special projects and other related duties as assigned. |
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. This position exercises independent judgment in reviewing, negotiating, processing, coordinating, and tracking assigned real estate transactions, agreements, due diligence activities, legislative materials, lease-out actions, property records, and related documentation in accordance with established laws, policies, procedures, legal guidance, and leadership direction. The position determines appropriate next steps for assigned transactions, identifies missing information or issues, coordinates with agencies and stakeholders, recommends actions, and keeps leadership informed of status, risks, delays, and concerns. Final transaction direction, major policy decisions, legal interpretations, high-profile issues, disputed negotiations, legislative strategy, or exceptions to established procedures are referred to the Division Chief, Office of Chief Counsel, Bureau Director or other appropriate authority. |
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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. Class C Driver's License 2. Real Estate Sales Person 3. N/A 4. 5. 6. |
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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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