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jazzhr

Executive III

Illinois Secretary of State
Springfield, USA
Full-time
Mid Level
Onsite
USD 5909-11209 monthly
Discovered 1 months ago

Full Job Posting

  • 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 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).

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