Executive III

Illinois Secretary of State; Springfield (MO); On-site; USD 66,000 - 125,000; Full time

Job summary

The Office of the Illinois Secretary of State in Springfield is seeking an Executive III to lead the Property Management division. The role directs property managers, oversees leases, drafts contract language in line with state statutes, and reports to upper management on division performance.

The position requires strategic oversight of leases, negotiations with landlords, and preparation of high-level administrative reports while coordinating with facilities and vendors to ensure operational

Qualifications

• Requires completion of four years college, preferably with courses in business or public administration.
• Three years of managerial experience in a public or business organization.

Responsibilities

• Directs and supervises property managers; plans, assigns, and monitors workflow; evaluates performance; reports problems to upper management.
• Negotiates with landlords; reviews service contracts; manages vendor relationships to meet facility needs.
• Directs management research studies; drafts lease language; ensures IOC and state statute compliance; tracks lease expirations and holdovers.
• Prepares complex administrative reports; handles year-end reconciliations; processes vouchers for payments.
• Assists Chief of Staff in policy development and program changes.
• Performs related duties as required.

Skills

Public administration

Business administration

State government knowledge

Accounting and budgeting

Data processing knowledge

Program management

Policy interpretation

Financial forecasting

Leadership/management

Travel and driver's license

Education

Four-year college degree

Three years managerial experience

Bachelor’s degree in business or public administration

Job description

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/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.

Education and Experience

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.

Equal Employment Opportunity Employer. Applicants must be lawfully authorized to work in the United States.

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.