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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00108608 |
Description Activated On: 3/19/2025 8:25:40 AM |
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. Under the supervision of the Administrative Officer 3, Property Division, responsible for the leased and State owned facilities which involves the leasing solicitation process, rental payments, CPI escalation adjustments, SAP input and construction amendments, for the Department of Labor and Industry, Bureau of Administrative Services. This position is responsible for analyzing and securing office space in leased and State owned facilities for the Department of Labor and Industry. |
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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. This position is responsible for analyzing and securing office space in leased and State owned facilities for the Department of Labor and Industry. Analyzes and reviews field office leases to determine adherence to established standards for location, cost, type of construction, space and facilities. Reviews current lease status and/or processes requests for office space. Prepares space allocations following established guidelines and submits to the Department of General Services (DGS) for approval. Prepares specification package to be used in soliciting lease proposals. Inputs into the SAP Flexible Real Estate (FRE) module, for Comptroller and Budget office approvals, all new leased facility agreements, parking agreements, and license agreements utilizing appropriate account code information and cost figures, and verifies same for accuracy. Prepares license agreements for the part-time use of office space. Obtains the necessary Deputy Secretary, Legal, and Comptroller office signatures on these agreements. Notifies the Comptroller's office of contract agreements and when to begin and stop rental payments of these contract agreements. Pursuant to the appropriate management directives, negotiates rental rates for parking agreements, and prepares parking agreements. Conducts on-site visit of current and proposed lease sites/facilities. Reviews proposals received from DGS and forward to program area for review and recommendation. Prepares request for lease processing. Conducts final inspection of facilities to ensure construction has met Commonwealth and L&I specifications. Authorizes Comptroller Operations to process and start rental payment. Processes requests for additional space and office expansion in L&I leased and State owned facilities. Coordinates with program areas and BAS Design Section to establish most efficient use of space. Coordinates floor plans and reviews new office space layouts in regards to space compliance and square footage accuracy in cooperation with the Architectural Designer 1. Coordinate renovation projects with DGS. Prepares work requests, visits construction sites, attends design meetings, and final inspections. Authorizes release of payments. Coordinates maintenance issues for leased facilities with lessor and/or lessor’s maintenance personnel, program office, L&I safety and health coordinator, and DGS. Determines appropriate account codes to be charged for each monthly lease rental and space utilization is accurately calculated for each office or parking facility. Prepares the annual adjustments based on the Consumer Price Index (CPI), and forwards adjusted rental breakdowns to the lessor and program staff. Coordinates disposition of state-owned facilities no longer needed in conjunction with DGS, program office, and other related L&I operations. In the absence of the Administrative Officer 3, conducts the relocation team meetings with all involved parties to ensure office moves are performed in a timely manner with minimal disruption. Prepares various reports and forms as needed for lease actions, maintains all lease information, and records via hard copy and/or electronic means. Performs 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. Processes lease actions as recommended by the Administrative Officer 3. Conducts final inspections and decides if facility is completed in compliance to lease specifications. Processes recommended decisions on direction to proceed for expansion/renovation of leased facilities. Decide on necessary action required to ensure relocation is completed in a timely manner with minimal disruption. Makes recommendations and optimal decisions for problem resolution. Determines best course of action to resolve maintenance issues. |
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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. 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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