PROPERTY MANAGEMENT SERVICES SPECIALIST 4

Code: 52605 Unknown Unknown

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Definition

Under general direction of a supervisor in the Department of the Treasury, performs the work and/or supervises the more complex work required for real property acquisition, lease and disposal, and inventory and/or planning, assessment, construction/renovation, allocation, use and building maintenance/services, building operations, and/or contract administration for building programs or renovations; does other related duties as required.

Examples of work

Supervises or conducts the more complex analysis and planning of department space needs using computer information, published data, market research, historical leased space data, agency growth projections, costs, state budget growth projections, and proposed federal and state legislation to assist in procurement, allocation, use, renovation and replacement of facilities for state government. Supervises or conducts the more complex inspections and evaluation of existing facilities, leased facilities, or proposed space facilities to determine compliance with state standards to include architectural, engineering, specifications, codes, and regulations and provides recommendations on suitability for acquisition or lease by the state. Supervises or performs the more complex work involved in the administration of construction and/or professional service contracts associated with building programs for new facilities or the renovation of existing facilities. Prepares and provides analytical and evaluative data of considerable difficulty for use in budgetary or construction project planning by reviewing and analyzing financial records, economic data and forecasts on rental cost components, and other fiscal material including central rent budget, space needs and growth projections, proposed federal and state legislation, and proposed new programs. Directs or performs the investigation and evaluation of the more complex complaints and grievances involving violation of state lease and/or construction project contract standards, specifications and deliverables by either user agency or landlord, and takes appropriate action to resolve complaints and grievances. When functioning in a supervisory capacity, directs and coordinates all phases of the more complex leased space procurement or compliance process by using industry models, flow charts, and target date schedules, and provides recommendations to supervisory person for necessary changes. Implements and oversees various division policies and procedures regarding the leased space program including procurement, construction/renovations, compliance, use maintenance, repairs, and service and assesses bureau activities and agency compliance using performance indices, and provides recommendations to supervisory person on corrective action when policies are not followed or require changed. Supervises or conducts analyses of more complex specific agency space needs in terms of space requirements, program location criteria, and terms of occupancy by evaluating space request forms, related data, and input from agency administrators. Supervises and/or prepares detailed layouts, plans, cost estimates, analyses and specifications for construction or alteration of the more complex facilities to ensure suitability for state occupants including compliance with state standards, codes, and ADA, and oversees site preparation activities. Directs the initiation, continuation, and abatement of payment for regular rent and any other appropriate charges associated with leased premises. May supervise other staff professionals and clericals. When functioning in a supervisory capacity, has responsibility for developing performance standards and contracts and effectively recommending the hiring, firing, promoting, demoting, and/or disciplining of employees. Oversees the data entry/extraction of property management/construction project data to ensure timely and accurate management information reporting, and provides recommendations for changes when necessary. Contacts state and local officials with respect to state real property matters. Orders and reviews title searches, appraisals, and property surveys. Supervises distribution of information on public lands to individuals and public and private agencies. Reviews and checks for accuracy of information to be disseminated on a day-to-day basis. Supervises operations of building complex and/or administers contracted services for complex operations. Is responsible for all schedules and site inspections conducted by subordinates. Establishes and maintains good public relations to promote greater understanding and awareness of the division's work. Takes the lead in and personally reviews programs and activities with regard to real property management and evaluates their administration, objectives, efficiency, effectiveness, and suitability to current conditions, cost, and accomplishment. Participates in administrative planning, in organization, administrative, and procedural studies in capital planning, and in real property management and research, and assists in introducing new techniques and methods to improve administration. Prepares correspondence and technical reports. Collects, compiles, and reports quantitative data on building age and condition, energy consumption, maintenance and repair costs, building allocation, and operating/maintenance parts and supplies procurement volumes to assist management in daily decision-making and/or in preparation of the annual budget request. Analyzes building/complex operations and provides budgetary input. Supervises the maintenance of records and files. Takes the lead and is primarily responsible for negotiation of terms and conditions for acquisition, disposal, and/or leasing of property, and meets regularly with tenant agency to resolve problems and improve services. Supervises preparation of package to be submitted to various commissions, boards, and committees of the state as required by law and the division. Supervises the acquisition and installation of furniture, fixtures, and equipment; supervises construction management activities of the more complex construction and renovation projects and the acquisition and administration of consulting contracts. Will be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

License

Appointee will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform essential duties of the position.

Knowledge, skills and abilities

Knowledge of the methods used to gather and analyze data. Knowledge of investigative and auditing techniques, research methodology, and operations analysis. Knowledge of the applications of a management information system. Knowledge of building and systems construction standards. Knowledge of inventory control methods. Knowledge of supervisory techniques. Ability to interpret and apply laws, regulations, policies, and procedures relating to the acquisition, use, and maintenance of leased and owned property programs. Ability to interpret legal agreements and descriptions of property. Ability to interpret real estate contracts, agreements, and building specifications. Ability to compare findings of research and investigation on leased space procurement, construction/renovation, compliance, use, maintenance, and repair as related to established standards. Ability to organize assigned field, office, and other real property work and develop effective work methods. Ability to understand and apply sound business practices to the space procurement and compliance process. Ability to establish and maintain cooperative working relationships with those interested or involved with the work of the unit. Ability to prepare reports and correspondence. Ability to maintain records and files. Ability to research and apply legal and administrative requirements of contractual agreements. Ability to evaluate the impact of state operations and programs on space requirements. Ability to correlate basic deed information with tax maps. Ability to provide assignments and instruction to staff and supervise their work performance. Ability to make and supervise continuing studies and analyses to determine real property management requirements and the necessity of revisions in administrative procedures and programs. Ability to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units. Ability to read, write, speak, understand, and communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication. Persons with mental or physical disabilities are eligible as long as they can perform essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.

Note

The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed. Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience. Eight (8) years of professional experience in work involving real estate acquisition, financing, appraising, negotiation, property management, building operations/complex management, contract/grant administration, or construction management services, or a related field. OR Possession of a bachelor's degree from an accredited college or university; and four (4)) years of the above-mentioned professional experience. "Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.