2D21

PAY RANGE: EP19

REAL ESTATE SPECIALIST

GENERAL DEFINITION

This is real estate work researching, negotiating and reviewing real estate transactions and administering rental leases of real property by the City of Philadelphia and its agencies. The employee in this class responds to departmental requests for the lease or purchase of space as well as requests from outside agencies to lease or acquire City‑owned property. Work includes negotiating and reviewing leases, deeds, agreements of sale, ordinances and other documents required to conclude real estate transactions and utilizing a computer data base to manage properties and research, analyze and compare real estate market values and related cost information. Explaining City real estate procedures, negotiating terms and lease provisions with property owners, prospective buyers, lessees and/or their agents are significant aspects of the work. Work is performed under the direction of a Deputy Commissioner.

ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)

1. Positions must be located in the Department of Public Property.

2. No more than two positions shall be allocated to the class.

3. Positions must research, negotiate and review real estate transactions and administer rental leases of real property by the City of Philadelphia and its agencies.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

Reviews, negotiates and administers real estate transactions involving the leasing of space for City use.

Receives requests from City agencies for the lease of office space, storage space and dump sites; contacts requesting agency representative to discuss requirements such as the type of space needed and layout required; ensures that space planning requirements have been met before requesting City agencies occupy leased space; researches records to determine if City‑owned property is available; contacts area realtors to ascertain if there are any properties available to meet the City's needs; inspects property to determine suitability; assists in inspecting and monitoring construction work performed by Landlords affecting leased City agency space; shows property to requesting agency; coordinates space move between landlord, movers, and City agencies; negotiates leasing rates and terms agreeable to owner and requesting agency; reviews lease prepared by lessor for accuracy and completeness; forwards lease to Law Department for certification; reviews lease drafts prepared by the Law Department; distributes lease to appropriate parties after obtaining required signatures.

Monitors expiration dates of leases; contacts leasing agency prior to expiration of lease to discuss renewal of lease; assists with the renegotiation of lease terms if necessary; prepares and sends termination notices; responds to complaints regarding the condition of leased facilities; resolves disputes between tenant agencies and landlords; ensures that rents and payments owed by the City to Landlords are paid.

Prepares ordinances for submission to City Council in coordination with the Law Department for long-term city leases; provides technical advice on occasion to city departments concerning proposed site developments and lease terms.

Utilizes a personal computer for data entry and retrieval; operates database applications for data analysis such as, comparing market, cost and sales value of real estate properties and for property and real estate management; enters pertinent real estate data into a data base to conduct research; designs basic real estate spreadsheets.

Maintains records of vacant City‑owned properties; responds to violation notices issued on vacant properties; serves on the Film Office Pre-Production Committee to coordinate filming on city-owned real estate; may serve on other committees as necessary.

Assists with the preparation of testimony of higher level Department administrators for City Council hearings; may testify on behalf of the City for property related depositions and arbitrations.

Performs research and conducts studies as required to determine real estate trends, property values, etc.

Supplies budget information concerning divisional operations to departmental authorities; prepares and forwards rental and leasing information to city officials upon request; prepares the annual operating budget for city rental needs.

Performs related work as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF

· the principles, practices and techniques involved in the transfer of real estate property

· the principles and practices of operating budget formulation, evaluation, and administration

· the effects of mortgages, dedications, liens, and other encumbrances and actions affecting real estate titles

· the use of computerized real estate management and appraisal and evaluation software

· methods and techniques used in negotiating and concluding real estate transactions

· recordkeeping and reporting systems used in budget preparation and lease management

· common legal concepts and terms used in real estate management

· the City's acquisition, selling and leasing processes and procedures

· current developments and trends in the local real estate market

SKILL IN:

· the use of personal computers and standard computer software, such as MS Word and Excel

· negotiating and completing real estate transactions

· communicating effectively, both orally and in writing, with associates, parties to real estate transactions and the general public

ABILITY TO

· forecast department expenditures based on current and previous expenses or other appropriate factors

· utilize personal computer data base applications related to real estate purchasing and management

· design basic real estate spreadsheets

· follow established procedures and regulations pertaining to real estate transactions

· prepare deeds, leases, agreements of sale, ordinances and other real estate transaction documents

· conduct research, prepare reports and maintain records pertaining to city‑leased real estate

· learn the uses and capabilities of data processing equipment.

· make recommendations concerning the use of real estate

· establish and maintain effective working relationships with associates, parties to real estate transactions and the general public

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 3/97.)

EDUCATION:

Completion of a bachelor's degree program at an accredited college or university with major course work in finance, real estate, public administration or a related field.

AND

GENERAL EXPERIENCE:

One year of real estate experience buying, selling, leasing or appraising real estate property.

AND

SPECIFIC EXPERIENCE:

One year of real estate experience negotiating and concluding sales, purchases and commercial and/or industrial leasing transactions.

OR

Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources that has included the specific experience described above.

PHYSICAL AND MEDICAL REQUIREMENTS

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

Class Established 2/68

Spec. Revision: CSC – 11/96; Ad. Board 3/97

Spec Change: CSC – 1/14; Ad. Board 3/14

Latest Spec. Revision: CSC – 11/17; Ad. Board 12/17