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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50703018 |
Description Activated On: 10/26/2026 2:07:24 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 General Government leasing team, this position supports DGS’s mission to help government operate more efficiently, effectively, and safely to deliver exceptional value for all Pennsylvanians. This position manages the Department of General Services leases and master leases to 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. Employee serves as the primary contact for the Commonwealth’s standard leases and master leases occupied by Commonwealth agencies. Acts as a remote building manager and tenant liaison between agency representatives and the lessor, and/or the lessor’s property management team. Independently handles any issues which remain unresolved with the lessor or are not covered under the lease. Applies expert judgment and knowledge of financial considerations to develop, negotiate, and execute lease contracts 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 negotiating and developing all legal documents pertaining to lease agreements. Reviews and applies technical contract standards for leasing real estate properties. This requires in-depth knowledge, and analysis of contractual language, and financial proposals to ensure compliance with regulations and business practices. Provides guidance to agency executives, attorneys, program directors, real estate brokers, and property owners on lease procedures. Partners with the Division of Real Estate Services (DORES) to ensure that approved space allocations and lease specifications meet agency needs and requirements. Evaluates leasehold improvement requests for cost justification and contract compliance. Prepares and routes Leasehold Improvement documents for execution by reviewing errors, correct signatures, accurate and complete scope of work, project timelines, etc. Determines corrective actions and drafts corrective responses for lease deficiencies and defaults after consulting with the tenant agency and the Office of Chief Counsel (OCC). Develops, reviews, and analyzes Solicitation for Proposal (SFP) packages to upload and market on eMarketplace for potential proposers and local real estate organizations and/or brokers. Issues SFP Addendums and responds to proposer inquiries. Accepts and evaluates proposals submitted in response to an SFP for compliance with requirements. Coordinates and leads site visits with tenant agency, agency voice/data support staff, and the potential Lessor to clarify all specifications and agency objectives. Travels statewide to evaluate potential sites and properties considered for new leases. Conducts site visits at Commonwealth leased properties regularly to check on lease compliance, and establish relationships with lessors and tenant agencies. Inspects Commonwealth leased properties for compliance with Federal, State, Local codes, and legal requirements; documents findings in TRIRIGA. Collaborates and reviews lease documents and language with OCC to ensure form, and legality for approval. Collaborates with DGS FARM to review costs associated with DGS leases and master leases and submits invoices for payment in a timely manner. Conducts statewide market research and analysis on lease rates for potential properties. Manages communications and agency requests using resource accounts and TRIRIGA. Utilizes TRIRIGA to create new lease records, amend current lease contracts and records, track current lease actions, document routing through approval tasks, store lease documents, and evaluate metrics related to processing time. Coordinates, prepares, and participates in meetings and calls with agency liaisons regularly to discuss, update, and provide support to questions and concerns. Prepares reports and communicates with DGS leadership on high-profile projects. Complies with requirements from Treasury, the Office of the Budget, and other agency officials in preparation for BOC meetings. Presents lease actions at BOC meetings in accordance with administrative code. Reviews FRE module in SAP to review financial data and contract information for leases. Analyzes standard forms and documents and proposes changes or additions to the Leasing Operations 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. |
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. 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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