The Role
Directs statewide property management operations, supervises property managers, oversees leases, contracts, vendors, facilities issues, budgets, payments, reconciliations, and administrative reporting. Drafts lease language and required financial documentation, manages expirations and holdovers, negotiates landlord and utility responsibilities, develops policies and procedures, and advises executive leadership on operational and administrative matters.
Summary Generated by Built In
Office of the Illinois Secretary of State Alexi Giannoulias
Job Title: Executive III
Division: Property Management
Union: N/A
Location: 501 S 2nd St, Springfield, IL – Sangamon County
Salary: Range $5,909 to $11,209 monthly – commensurate with experience
Benefits: https://cms.illinois.gov/benefits/stateemployee.html
Overview:
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.
Duties and Responsibilities:
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.
Knowledge, Skills and Abilities:
Applicants are considered for all positions without regard to race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, or the presence of a non-job-related medical condition or disability.
Job Title: Executive III
Division: Property Management
Union: N/A
Location: 501 S 2nd St, Springfield, IL – Sangamon County
Salary: Range $5,909 to $11,209 monthly – commensurate with experience
Benefits: https://cms.illinois.gov/benefits/stateemployee.html
Overview:
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.
Duties and 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; assist 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; submit 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; take daily phone calls from facility managers on any issues at the facilities and work with the landlords or janitorial to resolve any issues; take 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 task.
- 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.
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.
Knowledge, Skills and Abilities:
- Requires thorough knowledge of the principles and practices of public and business administration.
- Requires extensive knowledge of functions and organization of State Government.
- Requires working knowledge of the principles of business accounting, program budgeting, personnel management and statistics.
- Requires elementary knowledge of data processing business applications.
- Requires ability to develop and manage a statewide program.
- Requires ability to analyze administrative problems and adopt an effective course of action.
- Requires ability to develop, install and evaluate new and revised methods, procedures and performance standards.
- Requires ability to exercise judgment and discretion in implementing and interpreting departmental policies and procedures.
- Requires ability to estimate and budget for future needs and cost for personnel, space, equipment, supplies and services.
- Requires ability to develop and maintain cooperative managerial working relationships.
- Requires willingness to travel and possession of a valid Illinois driver’s license as required by individual positions within the class.
- Please visit https://ilsos.applytojob.gov/apply to apply by completing the online application; you may also upload a resume or other attachments as needed.
- Preference will be given to Illinois residents in the hiring and selection process, in accordance with the Illinois Secretary of State Merit Employment Code.
- Questions regarding this posting or Illinois Secretary of State employment practices may be directed to Job Counselors at our Personnel offices in Chicago (312-793-5515) or Springfield (217-782-4783).
Applicants are considered for all positions without regard to race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, or the presence of a non-job-related medical condition or disability.
Skills Required
- Education equivalent to completion of four years of college, preferably including business or public administration coursework
- Three years of managerial experience in a public or business organization
- Thorough knowledge of public and business administration principles and practices
- Extensive knowledge of State Government functions and organization
- Working knowledge 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 determine effective action
- Ability to develop, implement, and evaluate methods, procedures, and performance standards
- Ability to interpret and implement departmental policies and procedures using judgment and discretion
- Ability to estimate and budget future personnel, space, equipment, supplies, and service needs
- Ability to maintain cooperative managerial working relationships
- Willingness to travel
- Valid Illinois driver's license, as required by the position
- Lawful authorization to work in the United States
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The Company
What We Do
The Illinois Secretary of State's office is a government agency responsible for administering essential state services. Its primary duties include overseeing the registration of business entities, managing driver and identification services via the DMV, handling vehicle titles and license plates, and maintaining the Illinois State Library and State Archives to serve the public and preserve historical records.
