Real Estate Officer Series

California State Personnel Board Specification

Series established April 11, 1989

Scope

This series specification describes six Real Estate Officer classifications used to perform a variety of functions related to professional real estate services provided by the Department of General Services. General activities will include site selection, providing real estate expertise to the State Public Works Board, appraisal, acquisition, appraisal and transaction review, leasing both as landlord and tenant, sale, relocation assistance, regional portfolio management, project management, facility planning, and asset enhancement of real property, and the review of acquisition and leasing procedures and documents of all State acquisition agencies other than the Department of Transportation, University of California, and State Lands Commission.

Definition of Series(*)

The Real Estate Officer series describes positions responsible for site selection, providing real estate expertise to the State Public Works Board, appraisal, acquisition, appraisal and transaction review, leasing (both landlord and tenant), sale, relocation assistance, regional portfolio management, due diligence, negotiation for and management of leased commercial space, facility planning, development, and management of real property EDP systems and asset enhancement of real property. Positions are responsible for the negotiation and management of leases for privately-owned space for the

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* Additional information regarding functions performed, complexity factors, and scope of responsibility, is contained in a separate document titled �Allocation Guidelines.� State's noninstitutional office and warehouse space needs. This responsibility includes reviewing, analyzing, and evaluating the State's need for leased facilities. Typical duties include appraising and negotiating the purchase, sale, rental, or donation of land such as beaches, parks, rights of ingress or egress, flowage easement rights, and building sites; negotiating and managing leases of State-owned space to the public or other governmental entities; securing, examining, and interpreting property records and title reports; preparing data for condemnation suits, providing relocation assistance, and occasionally acting as expert witnesses in court, performing project planning, managing, and status reporting activities; providing training for client liaison; and preparing and maintaining maps, reports, and statistical data; and writing letters and memorandums.

Entry Level

Entry into this series is typically at the Real Estate Officer, Range�A.

Factors Affecting Position Allocation

Differentiating factors between levels include supervision received and exercised, reporting level, variety and complexity of work, independence of action and decision making, consequence of error, and degree of technical expertise required.

Definition of Levels

Real Estate Officer

This is the entry level training class and first working level in the series. Under the close supervision of a higher level Real Estate Officer, incumbents perform the less-difficult tasks related to the appraisal, acquisition, sale, and management of real property and the leasing and management of commercial space. Incumbents secure commercial leases of average difficulty, make simple appraisals, and perform routine negotiations for the purchase, sale, lease, rental, or donation of lands improvements but no authority to commit funds, and easements.

Based on the appropriate alternate range criteria, incumbents advance to Range�C and are assigned progressively more complex real estate work as their competence increases.

Associate Real Estate Officer

This is the journey level class of the Real Estate Officer series. Under general supervision of a higher level Real Estate Officer, incumbents work independently and are assigned complex and difficult duties related to all aspects of real estate acquisition, sales, portfolio management, facility planning, asset enhancement of real property, perform negotiations without authority to commit funds, and leasing programs. Incumbents have extensive public contact representing the State in dealings with property owners, real estate brokers and developers, tenants, and other government officials.

Staff Real Estate Officer

Under general supervision of a higher level Real Estate Officer, incumbents in this class are at the full journey level and consistently work on the more difficult, complex, and/or sensitive projects, independently formulating and developing solutions related to all aspects of real estate acquisition, sales, portfolio management, facility planning, and leasing programs. Incumbents have extensive public contact representing the State in dealings with property owners, real estate brokers and developers, tenants, and other government officials, and perform negotiations without the authority to commit funds. Approximately 25 to 50% of the incumbents' time may be spent leading a small matrix team of approximately two to four lower-level Real Estate Officers and other classifications on major projects for large departments with multiple facilities.

Senior Real Estate Officer (Specialist)

Under general direction, incumbents in this class are at the super-journey level and perform as nonsupervisory experts and consistently work on the most difficult, complex, and/or sensitive projects with extensive public contact in a combination of the following tasks: independently reviewing real estate appraisals and transactions of other State agencies; providing real estate acquisition and sales expertise in managing projects; property due diligence; developing negotiation strategies without the authority to commit funds; independently negotiating complex leases without the authority to commit funds and providing expert analysis of financial mechanisms, portfolio management, customer interface, and market/economic indicators impacting leasing activities; performing analyses, growth, and economic forecasts; providing expertise and participating in all phases of asset management and development; performing strategic planning used to develop regional and facilities plans; and making recommendations on new space requests from client agencies in order to optimize the use of State resources and contract management. Approximately 25% to 50% of the incumbents' time may be spent leading a small matrix team of approximately two to four lower-level Real Estate Officers and other classifications on major projects for large departments with multiple facilities.

Senior Real Estate Officer (Supervisory)

This is the first full supervisory level. Under general direction, incumbents plan, organize, and direct the work of a moderate size staff of three to nine Real Estate Officers, Associate Real Estate Officers, and/or Staff Real Estate Officers engaged in one or more of the following program areas: appraisal, acquisition, sale, and asset enhancement of real property, negotiation for and management of leased commercial space with the authority to commit funds up to $25K per month, regional portfolio management, facility planning, and development and management of real property EDP systems.

In addition to their supervisory duties, incumbents may also be assigned occasionally to independently perform highly specialized and sensitive appraisal, appraisal review, leasing negotiation, and asset management work in connection with a statewide program of acquisition and development of real property. Such projects would involve setting statewide standards and direction for client State agencies on appraisals; identifying, evaluating, and managing all aspects of real estate development projects; and initiating and managing contracts for consultants and specialized services related to real property acquisition and development.

Supervising Real Estate Officer

This is the second supervisory level. Under general direction, incumbent directs and manages the activities of a staff including three to five Senior Real Estate Officers (Specialist) or (Supervisory) engaged in a statewide and service-wide program of real estate acquisition and development, including the appraisal, acquisition, asset enhancement of real property, regional portfolio management, facility planning, and the leasing and management of commercial or warehouse space; assists the Chief in the development and implementation of overall department and statewide policy; formulates goals, policies, methods of operation, and resource needs and application to carry out program responsibilities; advises department management on laws, rules, regulations, and the most complex technical aspects of real property acquisition and development programs; appears before the Public Works Board, Victims Compensation and Government Claims Board, Legislative Committees, and interested private groups to explain, interpret, and defend the State's real estate policies and programs; develops and recommends positions on proposed legislation which may affect the assigned area of program responsibility; works closely with the Attorney General's Office on settlement of condemnation cases; and performs negotiations with the authority to commit funds up to $250K per month.

Minimum Qualifications

Real Estate Officer

Either I

Equivalent to graduation from college with major work in Business Administration, Real Estate, Marketing, Urban Development, Economics, or a related field. (Registration as a senior in an accredited college or university or equivalent institution approved by the California Superintendent of Public Instruction under the provisions of California Education Code Section 94310 will admit applicants to the examination, but they must produce evidence of graduation or its equivalent before they can be considered eligible for appointment.)

Or II

Experience: Two years of technical experience performing work in one or more of the following: (1)�appraisal or acquisition work involving fair market value as applied to transfer and sale of real property; (2)�commercial leasing; (3)�leased facilities program development; (4)�management of commercial rental properties; (5) portfolio management; (6) facility planning; or (7) asset enhancement of real property [experience in real estate sales or transfers will not be considered equivalent to the appraisal or acquisition work referenced in (1) above]. and

Education: Equivalent to completion of an associate of arts degree with major work in Business Administration, Real Estate, Marketing, Urban Development, Economics, or a related field. (Additional qualifying experience may be substituted on a year-for-year basis.)

Or III

One year of experience in the California state service performing the duties of a class comparable in level of responsibility to a Management Services Technician, Range�B, in an assignment involving the appraisal, acquisition, sale, and asset enhancement of real property, and the leasing and asset enhancement of commercial space. (Persons with six months of qualifying experience in the California state service may compete in the examination; however, one year of experience must be completed before they can be considered eligible for appointment.)

Associate Real Estate Officer

Either I

One year of experience in the California state service performing duties in a class comparable in level of responsibility to a Real Estate Officer, Range�C. (Persons with six months of qualifying experience comparable to Range�C in the California state service may compete in the examination; however, one year of experience must be satisfactorily completed before they can be considered eligible for appointment.)

Or II

Experience: Four years of technical experience in one or a combination of the following: (1)�appraisal or acquisition work involving market value as applied to transfer and sale of real property; (2)�commercial leasing; (3)�leased facilities program development; (4)� asset enhancement of commercial rental properties; (5) portfolio management; (6) facility planning; or (7)�asset enhancement of real property [experience in real estate sales or transfers will not be considered equivalent to the appraisal or acquisition work referred to in (1) above]. (Experience in the California state service applied toward this requirement must include at least one year performing the duties of a class comparable in level of responsibility to a Real Estate Officer, Range�C.) and

Education: Equivalent to graduation from college with major work in Business Administration, Real Estate, Marketing, Urban Development, Economics, or a related field. (Additional qualifying experience may be substituted for the required education on a year-for-year basis.)

Staff Real Estate Officer

Either I

One year of experience in the California state service performing the duties of a class comparable in level of responsibility to an Associate Real Estate Officer. (Persons with six months of qualifying experience may compete in the examination; however, one year of experience must be completed before they can be considered eligible for appointment.)

Or II

Experience: Four years of technical experience in one or a combination of the following: (1)�appraisal or acquisition work involving market value as applied to transfer and sale of real property; (2)�commercial leasing; (3)�leased facilities program development; (4)�asset enhancement of commercial rental properties; (5) portfolio management; (6) facility planning; or (7) asset enhancement of real property [experience in real estate sales or transfers will not be considered equivalent to the appraisal or acquisition work referred to in (1) above]. (Experience in the California state service applied toward this requirement must include at least one year performing the duties of a class comparable in level of responsibility to an Associate Real Estate Officer.) and

Education: Equivalent to graduation from college with major work in Business Administration, Real Estate, Marketing, Urban Development, Economics, or a related field. (Additional qualifying experience may be substituted for the required education on a year-for-year basis.)

Senior Real Estate Officer (Specialist)

Either I

One year of experience in the California state service performing the duties of a Staff Real Estate Officer (persons with six months of Staff Real Estate Officer qualifying experience may compete in the examination; however, the required experience must be completed before they can be considered eligible for appointment).

Or II

Two years of experience performing the duties of a class comparable in level of responsibility to an Associate Real Estate Officer (persons with 18 months of Associate level qualifying experience may compete in the examination; however, the required experience must be completed before they can be considered eligible for appointment).

Or III

Experience: Five years of technical experience in one or a combination of the following: (1) appraisal or acquisition work involving market value as applied to transfer and sale of real property; (2) commercial leasing; (3) leased facilities program development; (4) asset enhancement of commercial rental properties; (5) portfolio management; (6) facility planning; or (7) asset enhancement of real property [experience in real estate sales or transfers will not be considered equivalent to the appraisal or acquisition work referred to in (1) above]. (Experience in the California state service applied toward this requirement must include at least one year performing the duties of a class comparable in level of responsibility to a Staff Real Estate Officer, or at least two years performing the duties of a class comparable in level of responsibility to an Associate Real Estate Officer.) and Education: Equivalent to graduation from college with major work in Business Administration, Real Estate, Marketing, Urban Development, Economics, or a related field. (Additional qualifying experience may be substituted for the required education on a year-for-year basis.)

Senior Real Estate Officer (Supervisory)

Either I

One year of experience in the California state service performing the duties of a Staff Real Estate Officer (persons with six months of Staff Real Estate Officer qualifying experience may compete in the examination; however, the required experience must be completed before they can be considered eligible for appointment.)

Or II

Two years of experience performing the duties of a class comparable in level of responsibility to an Associate Real Estate Officer (persons with 18 months of Associate level qualifying experience may compete in the examination; however, the required experience must be completed before they can be considered eligible for appointment).

Or III

Experience: Five years of technical experience in one or a combination of the�following: (1)�appraisal or acquisition work involving market value as applied to transfer and sale of real property; (2) commercial leasing; (3)�leased facilities program development; (4) asset enhancement of commercial rental properties; (5) portfolio management; (6) facility planning; or (7) asset enhancement of real property; at least one year of which must have been in a supervisory capacity [experience in real estate sales or transfers will not be considered equivalent to the appraisal or acquisition work referred to in (1) above]. (Experience in the California state service applied toward this requirement must include at least one year performing the duties of a Staff Real Estate Officer, or at least two years performing the duties of a class comparable in level of responsibility to an Associate Real Estate Officer.) and

Education: Equivalent to graduation from college with major work in Business Administration, Real Estate, Marketing, Urban Development, Economics, or a related field. (Additional qualifying experience may be substituted for the required education on a year-for-year basis.)

Supervising Real Estate Officer

Either I

Two years of experience in the California state service performing the duties of a class comparable in level of responsibility to a Senior Real Estate Officer (Specialist) or (Supervisory).

Or II

Three years of experience performing the duties of a Staff Real Estate Officer. (Persons within six months of having the qualifying experience in the California state service may compete in the examination; however, the required experience must be completed before they can be considered eligible for appointment.)

Or III

Experience: Five years of experience in a real property acquisition or development function or in a large facilities management function involving difficult and complex appraisal, acquisition, lease negotiation activities, portfolio management, facility planning, or asset management of real property, two years of which must have been in a full supervisory or administrative capacity. [Experience in the California state service applied toward this requirement must include at least two years performing the duties of a class comparable in level of responsibility to a Senior Real Estate Officer (Specialist) or (Supervisory)] and

Education: Equivalent to graduation from college with major work in Business Administration, Real Estate, Marketing, Urban Development, Economics, or a related field. (Additional qualifying experience may be substituted for the required education on a year-for-year basis.)

Knowledge and Abilities

All Levels:

Knowledge of: Factors involved in appraising property; principles, methods, and techniques used in the acquisition or disposition of real property and in negotiating commercial leases; legal procedures and documents involved in real property transactions; real property law concerned with acquisition, eminent domain, leasing, and sale of real property; rural and urban property values and the effect of economic trends upon value, price, and construction cost of improvements; portfolio management; due diligence; negotiation for and asset enhancement of leased commercial space; facility planning; asset enhancement of real property; and common methods of legally describing real property.

Ability to: Understand and apply the laws, policies, rules, and regulations relating to the appraisal, acquisition, and leasing of real property for public use purposes; negotiate effectively; appraise real property accurately; read and interpret maps, plans, and data relating to property locations; write clear and concise reports; analyze situations and data accurately and adopt an effective course of action; establish and maintain cooperative relations with those contacted in the course of the work; and communicate effectively.

Staff Real Estate Officer

Ability to: All of the above; and the ability to effectively lead and direct the work of other Real Estate Officers.

Senior Real Estate Officer (Specialist)

Knowledge of: All of the above, and principles, practices, and trends of public and business administration, including management analysis, planning, and program evaluation; formal and informal aspects of the legislative process, budget process, and the administration and Department's goals and policies; principles and practices of real estate asset management such as real estate acquisition, development, leasing, sales, planning (long-range and tactical), including the concept of real estate evaluation and building operational costs, cost/benefit analysis and economics; factors and considerations in appraising real property and real property rights; development and asset enhancement of real property EDP systems; legal descriptions, procedures, and documents involved in real property transactions; principles, methods, and techniques used in the acquisition, disposition, or leasing of real property; financial analysis principles and concepts as it relates to real estate asset management such as real estate acquisition, development, leasing, sales, and planning; rural and urban property values and their effect on economic trends upon value, price, and construction cost of improvements; computer software (i.e., databases, spreadsheets, project management software, Outlook, etc.); negotiation techniques and strategies; project management concepts and principles; and leadership skills, techniques, and methods.

Ability to: All of the above, and interpret and apply laws, rules, regulations, and policies as related to real estate asset management such as real estate acquisition, appraisal, development, leasing, sales, and planning; analyze situations accurately, make recommendations, and/or take effective action as it relates to real estate asset management such as real estate acquisition, appraisal, development, leasing, sales, and planning; establish and maintain cooperative relations with departmental employees, personnel from other State agencies, staff from Federal and/or local agencies, stakeholders, vendors, consultants, and/or the public regarding technical and program matters; effectively negotiate and apply methods, techniques, and strategies used in the negotiation of leases, acquisition, disposition, and management of real property; interpret complex data used to legally describe real property; perform accurate financial analysis and evaluation as it applies to real estate appraisal, management, acquisition, development, leasing, and sales; prepare technical reports, documents, memoranda, and materials relating to a variety of real property transactions; take action and/or make commitments in a variety of situations; coordinate several competing projects or activities; operate computer software (i.e., databases, spreadsheets, project management software, Outlook, etc.); represent the department and the division and make effective public presentations to large audiences; perform and understand mathematical functions and processes sufficient to analyze real estate value, finance and economic trends, and specific real estate deal points for acquisition, sale, or leasing of real property; and work effectively in a matrix team environment.

Senior Real Estate Officer (Supervisory)

Supervising Real Estate Officer

Knowledge of: All of the above, and principles, practices, and techniques of program management to direct and oversee real estate programs; supervisory principles, practices, and techniques to plan, oversee, and direct the work activities of subordinate employees; training methods and techniques used to provide training to staff; appropriate corrective actions and progressive disciplinary techniques; and a supervisor's responsibility for promoting equal opportunity in hiring and employee development and promotion, and for maintaining a work environment that is free of discrimination and harassment.

Ability to: All of the above, and interpret and apply State and/or Departmental policies and regulations as they relate to personnel management practices; give clear, accurate instructions and directions related to work assignments and performance expectations to staff; plan for efficient use of personnel and resources; monitor work of subordinate employees; and effectively promote equal opportunity in employment and maintain a work environment that is free of discrimination and harassment.

Special Requirements

All Levels:

Interest in and aptitude for real property appraisal, acquisition, and commercial lease negotiation work; demonstrated creative ability; tact; patience; willingness to work at odd hours; willingness to multi-task in a stressful environment, to think creatively, and problem solve in a variety of situations, to continually learn and assimilate new information, to lift office supplies, books and manuals weighing up to ten pounds, and to walk over a variety of different terrains; and to travel independently throughout the State.

Class History