Executive III

Office of the Illinois Secretary of State

Alexi Giannoulias

Job Title: Executive III

Division: Property Management

Union: N/A

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

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

Benefits: https://cms.illinois.gov/benefits/state employee.html

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.

• 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…