Executive III

Location: 501 S 2nd St, Springfield, IL – Sangamon County

About the role

Directs and supervises property managers; plans, assigns, and monitors workflow, evaluating employee performance and reporting problems to upper management; directs management research studies relative to the Property Management (Leases); drafts contract language for each lease with language required by Illinois Comptroller’s Office and state statue; take daily phone calls from facility manages on any issues at the facilities and work with the landlords or janitorial to resolve any issues; prepares complex administrative reports on division activities.

Responsibilities

• Directs and supervises property managers including training employees
• Plans, assigns, and monitors workflow, evaluating employee performance, providing positive feedback, and reporting problems with recommendations of discipline to upper management when necessary
• Ensures adherence to program policies and procedures
• Determines established and implements operational procedures and workflow
• Recommends actions affecting subordinate staff
• Approves work standards and authorizes time off
• Supports the organizing and coordinating of office procedures to ensure organizational effectiveness and productivity
• Prepares holdover letters
• Manages vendor and contractor relationships and reviews service contracts to ensure facility management needs are being met
• Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner
• Assists in the resolution of any administrative problems that may arise in the day-to-day operations
• Directs management research studies relative to the Property Management (Leases)
• Drafts contract language for each lease with language required by Illinois Comptroller’s Office (IOC) and state statue, including financial disclosures
• Processes any change of ownership documentation to be filed with IOC
• Manages all leases to track lease expirations, holdovers, and other time sensitive tasks
• Submits Contract Obligation Document (COD) with each lease; required when filing lease with the IOC
• Compiles and submits compiled administrative reports for such to the Chief of Staff for review and approval
• Directs the effectuation of new/revised/current program policies and practices
• Assists the Chief of Staff in policy development and needed program changes
• Negotiates with landlords to determine what expenses can and cannot be reimbursed, i.e., plumbing repairs, matters caused by the SOS employees or customers
• Takes daily phone calls from facility managers on any issues at the facilities and works with the landlords or janitorial to resolve any issues
• Takes regular phone calls from utility companies i.e., whether excessive usage is the fault of SOS or if there is a plumbing or electrical issue to be resolved by the landlord
• Serves as liaison to outside brokerage firm on administrative and operational tasks
• Prepares complex administrative reports on division activities for submittal to the Chief of Staff
• Processes any end of year reconciliations that come in from the landlords on property taxes and utilities
• Processes all vouchers for monthly lease payments, monthly janitorial costs and utilities where necessary
• Performs other related duties as required or assigned

Qualifications

Requires knowledge, skill and mental development equivalent to completion of four years college, preferably with courses in business or public administration and three years of managerial experience in a public or business organization.

Skills

• Thorough knowledge of the principles and practices of public and business administration
• Extensive knowledge of functions and organization of State Government
• Working knowledge of the principles of business accounting, program budgeting, personnel management and statistics
• Elementary knowledge of data processing business applications
• Ability to develop and manage a statewide program
• Ability to analyze administrative problems and adopt an effective course of action
• Ability to develop, install and evaluate new and revised methods, procedures and performance standards
• Ability to exercise judgment and discretion in implementing and interpreting departmental policies and procedures
• Ability to estimate and budget for future needs and cost for personnel, space, equipment, supplies and services
• Ability to develop and maintain cooperative managerial working relationships
• Willingness to travel and possession of a valid Illinois driver’s license as required by individual positions within the class

Benefits

State employee benefits information

Pay

Salary range: $5,909 to $11,209 monthly – commensurate with experience