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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00110760 |
Description Activated On: 4/27/2026 9:21:30 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. The employee works cooperatively with the Bureau of Administrative Service Staff and Commonwealth staff. Under the supervision of the Property Division Chief, this position manages the Department’s leased and state-owned facilities, parking, fleet vehicle management, and equipment control/surplus section for the Bureau of Administrative Services. |
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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. Responsible for supervising two Administrative Officer 2 and one Clerical Assistant 3 within the Division of L&I Procurement, Contracts, and Property Management. Oversees and supervises all duties of assigning, directing and evaluating work; writing position descriptions and job standards; completing performance evaluations and when necessary, recommending disciplinary actions. Plans, organizes, and manages day-to-day activities within the sections of Lease Administration. Ensures all applicable department policies and procedures are followed. Resolves complaints within these sections by taking determined appropriate action. Represents the Division Chief in meetings and conferences on matters including, but not limited to: leasing, facilities management, and legal issues. Routinely exercises independent decision making with respect to all of the areas detailed below: Department of General Services, Treasury Department, Office of the Budget, Comptroller’s Office and other state agencies in all matters relating to state leased and owned properties. Provides guidance to all program offices under L&I pertaining to the leasing process, planning and construction of the state-owned facilities, which involves maintenance and environmental issues. Analyzes and reviews field office leases to determine adherence to established standards for location, cost, type of construction, space and facilities. Reviews floor plans and layouts to ensure space compliance and square footage accuracy. Manages the review of current lease status and/or processes requests for office space and preparation of space allocations following established guidelines and submitted to the Department of General Services (DGS) for approval. Oversees the preparation of advertising specifications and forwarding of request to DGS to solicit lease proposals. Provides guidance and assistance to all program office managers under L&I on all information concerning state leasing mandates including the Governor’s Downtown Relocation Law, Americans with Disabilities Act (ADA) and the State Uniform Construction Code (UCC). Works closely and coordinates with the BHR, Employee Development and Safety Coordinator regarding all building safety and environmental problems and/or concerns. Negotiates Memorandums of Understanding with other state agencies and agreements with other agencies outside of State government, prepares action memorandums and program guidance for dissemination to program staff and facility managers, and authors a variety of correspondence relating to the responsibilities under the BAS Property Division. Works closely with legal counsel on issues arising from interpretation of regulations and non-compliance with landlord/tenant law. Performs property management functions such as coordinating resolutions of complaints regarding repairs to buildings and other issues with lessors, lessees, or other parties. Oversees schedules and coordinates the office relocation team meetings, which are comprised of representatives from all pertinent departmental bureaus concerning all office relocations. Conducts and/or participates on-site visits of current and proposed lease sites/facilities. Supervises the various reports and forms as needed for lease actions and maintains all lease information and records via hard copy and/or electronic means. Inputs into the SAP Flexible Real Estate (FRE) module, as necessary, 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. Assists the Division Chief in preparing input to the Bureau Director for preparation of the annual budget for the BAS. Acts as Agency Parking Administrator reviewing all parking assignments to employees, works with DGS to increase and/or decrease parking complement. Oversees Vehicle Management section, which is responsible for the use and management of the Agency's pool vehicles, as well as assigned vehicles to Labor & Industry employees. Oversees the Surplus section, which is responsible for the management of all L & I furniture and non-IT equipment. Prepares or ensures performance evaluations are completed. Approves/disapproves leave requests, maintain discipline. Assesses training needs and ensures necessary training is accomplished. Conducts meetings with subordinate supervisors dealing with workload status, special projects, and objectives to be accomplished. Discusses problems encountered and advises on best methods or procedures to solve the problem. Disseminates information pertaining to new or revised programs, procedures, and policies. Discusses methods of improving efficiency of Section operations and support of program initiatives. Coaches and advises supervisors on managerial issues, such as personnel actions, employee relations and morale, recruitment and retention, staff development and engagement, performance management, career planning, and team building. Keeps the Division Chief informed of the status of programs and projects. Performs other duties as required and assigned by the Division Chief. |
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. Decides proper means to process lease actions. Oversees final inspections and decides if facility is completed in compliance to lease specifications. Make decisions on direction to proceed for expansion/renovation of leased facilities in concert with Division Chief. 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. |
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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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