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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50296787 |
Description Activated On: 4/17/2026 12:03:29 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 Service’s Bureau of Real Estate leasing team, this position supports DGS’s mission to help government operate more efficiently, effectively, and safely to deliver exceptional value for all Pennsylvanians. Negotiating contracts and managing an enterprise lease portfolio for all commonwealth agencies, this position helps provide our agency customers with efficient operational space, all while serving as a responsible steward of taxpayer dollars and striving for continuous improvement. |
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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. Applies sound professional judgment and knowledge of financial considerations in the development and negotiation of highly complex contracts involving enterprise-wide scope and coordination among multiple state government agencies and programs to execute multimillion-dollar contractual agreements with high visibility, political sensitivity, and significant impact on the agency mission to ensure budgetary appropriateness and fiscal responsibility. Acts as primary representative of the Commonwealth in negotiation of the terms of all legal documents pertaining to lease agreements. Reviews, analyzes, and applies technical contract standards and policies relating to the leasing of real property; requiring an in-depth knowledge and analysis of contractual language, financial proposals, and scope of work content to ensure compliance with regulations and sound business practices. Interacts with and/or provides guidance to agency executives, program directors and representatives, attorneys, real estate brokers, and property owners in developing highly complex contractual agreements, leasing procedures. • Collaborates with DGS partners such as Division of Real Estate Services (DORES), Comptroller, etc., as well as outside resources such as Penn State Facilities Engineering Institute (PSFEI) to provide technical real property expertise. • Partners with DORES to assure requests, when appropriate, have an approved space allocation and approved lease specifications that fit using agencies’ requirements, as well as in response to requests for space to determine possibilities for co-locations, consolidations and space reduction that may be available utilizing shared resources. • Assesses agencies’ leasehold improvement requests to determine if cost and scope of work is justifiable and in accordance with published directives and terminology set forth in the lease contract. Prepare and route Leasehold Improvement documents for execution by reviewing for errors, correct signatories, accurate and complete scope of work, project timelines, etc. Determines necessary corrective actions in response to non-compliance, deficiencies, or defaults by consulting with OCC. Drafts detailed responses to non-compliance by communicating resolutions of highly complex contractual conflicts to agencies and/or appropriate parties. Develops comprehensive electronic Solicitation for Proposal (SFP) packages by reviewing and analyzing agency specifications. Responsibilities include preparing and uploading SFPs to the Commonwealth’s eMarketplace website and marketing SFPs by notifying potential proposers and local real estate organizations and/or brokers of new SFPs posted. Practices high level of discretion to ensure SFP packages with sensitive materials are transmitted to prospective proposers upon request. Prepares and issues SFP Addendums, on an as-needed basis, to modify an active SFP. Responds to inquiries for clarification of SFP requirements. Accepts and evaluates proposals submitted in response to an SFP, ensuring all SFP requirements have been met. Coordinates and leads site visits by engaging with, tenant agency, agency voice/data support staff, and the potential Lessor to clarify all specifications and agency objectives. Travels to various state-wide locations to evaluate potential sites and properties being considered for new leases, to inspect leased properties for compliance with the terms of lease agreements and code regulations, legal requirements as set forth in the lease and to identify needed repairs, alterations, or deficiencies. Documents site visits in enterprise lease management system (TRIRIGA), with specific follow up if needed. Inspects leased properties for compliance with the terms of lease agreements and Federal, State, and local code regulations and legal requirements, identifies needed repairs or alterations to approve acceptance of lease renovation/construction and consults with experts when necessary. Collaborates with the Office of Chief Counsel (OCC) in reviewing lease and lease amendment language to ensure form and legality, execute legal documents and obtain all required approvals. Confers with OCC to discuss current negotiations and potential problems that could result in legal action. Researches lease rates and potential sites by conducting a market analysis which may include statewide travel. Leverages and monitors resource email accounts (RA) in partnership with TRIRIGA to ensure timely response to agency requests and communications. Utilizes enterprise lease management system (TRIRIGA) to maintain Commonwealth lease portfolio by creating new lease contracts, amending current lease contracts, tracking current lease actions, documenting routing, and evaluating metrics related to processing time. Monitors and reviews leases approaching expiration and recommends renewal or relocation. Coordinates, prepares agenda for, and participates in meetings and conference calls with agency liaisons on a regular basis to provide updates on current lease actions and to provide support and guidance by addressing agency questions and concerns. Develops high level reports and communicates with Bureau Director, Deputy Secretary and Secretary of DGS for projects with high visibility and significant impact. Ensures compliance of requirements of Department of Treasury, Office of the Budget, and other agency officials in preparation for Board of Commissioners of Public Grounds and Building (BOC) meetings. Verbally presents lease actions at BOC Meetings for approval in accordance with the administrative code of 1929. Utilizes the Flexible Real Estate (FRE) module in SAP to review lease financial data and coordinates with the Management Services Section to create and update payment contracts for select agencies. Analyzes standard forms and documents and proposes changes or additions to the Leasing Division Chief for review and possible implementation for new and existing agency programs, leasing policies, procedures, and legislation. Researches and provides relevant lease information to OCC, including all related previous communications in response to Right-to-Know requests. Prepares tax and utility escalation reports to ensure lessors receive appropriate compensation. Participates in continuing education and training for personal and professional growth. Performs other related work as necessary. |
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. Independently negotiate lease terms with the private sector and in consultation with agencies. Identify potential sites for new leased space. Consult with supervisor on lease deficiencies and complex, non-standard lease actions. Keep supervisor abreast of all lease actions through regular status meetings and by inclusion on email communication. |
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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. 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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