Real Properties Facilities Coordinator

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Real Properties Facilities Coordinator
Duties: Coordinate RPFI technical assistance activities, provide Central Office support including assisting in the development of training materials and resources, and provide support to a cadre of RPFEs housed in ROs. Maintain and monitor data tracking and reporting in the “master tracking” Smartsheet. Observe and report trends and anticipate next steps and ongoing development of RPFI services. Assist RPFEs with reporting requirements for facilities activities including: 1) the 1303 application process for purchase, construction, and major renovation; and 2) the reporting of Federal interest, general reporting, acquisition, refinancing, and disposition that are initiated through the submission of Form SF- 429 (cover sheet with Attachment A) and applicable Attachments B (Request to Acquire, Improve or Furnish) or C (Disposition or Encumbrance Request). Specifically, providing input into the development of training modules and Q&A sheets for ROs. Provide support to OHS in the establishment of consistent approaches to support the entry of data in the Online Data Collection (OLDC) system using Form SF-429. Provide guidance to RPFEs in their support of RO staff in the tracking and reporting of HS grantee submission and follow-up activities with grantees, capital improvement planning and implementation, asset management of facilities, documentation of facilities records and transactions, and financial reporting. Support RPFEs in support of RO staff in managing complex facilities issues such as acquisition, disposition, use and management of facilities under 45 CFR 75.318 and 45 CFR 1303-Subpart E. Confer with a wide range of key officials throughout OHS and other Federal agencies. Technical expertise may include assisting with providing resources and case examples to assist federal Program Specialists in reviewing applications, or review of architectural documents and cost estimates to determine cost effectiveness. Assist RPFEs in identifying resources to support RO staff in their reporting and monitoring real property issues for compliance with all applicable laws and regulations, including, but not limited to, 45 CFR Part 75, Federal Acquisition Regulations (FAR), and environmental compliance requirements. Support RPFEs in the process of reviewing deviation requests, particularly related to subordination of the federal interest. Technical expertise may include providing a toolkit and case examples to assist Program Specialists in reviewing applications, or co-reviewing requests. Support the RPFEs in identifying uniform practices and providing oversight of facility actions subject to federal interest. Technical assistance may include documenting protocols, facilitating work sessions, and coordinating training opportunities with other federal offices. Work in conjunction with the RPFEs and federal staff in OGM and ROs to support the successful use of the Property Tracking Management System (PTMS) to facilitate successful accountability, data entry, and tracking of real property projects. This will include providing technical assistance to ROs in calculating the federal interest in properties constructed, purchased, leased or renovated with federal funds. Support RPFEs with identifying complex real estate issues such as disposition of facilities under 45 CFR 75 and financing of real property. Assist RPFEs with the various functions that are required to research properties, review property liens and perform title searches. Provide support and resources for the evaluation of submitted documentation (e.g., architectural, mechanical plans, appraisals, insurance, environmental compliance, deeds, mortgages, lease agreements etc.) for real property purchases, construction, and major renovation and disposition requests that involve federal interest. Participate with partnering federal offices to bridge RPFI services with other ongoing facilities initiatives. Partner with the RPFI Manager in supporting the RPFEs in developing content area skills and in their engagement with ROs. Perform a variety of other related duties as assigned in direct support of the overall RPFI. Communicate regularly with RPFI Leadership Team, RPFEs, and Central and Regional OHS staff. Keep RPFI project objectives at the forefront and assist the RPFI Leadership team in maintaining alignment on project directions and deliverables. Participate in CDI/UMDI/PMFO initiatives and team meetings, as requested. Conduct other facilities tasks as needs are identified.

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