Procurement & Contracts Specialist

Position Summary

The Contracts, Procurement, & Accounts Payable Manager is responsible for developing, managing, planning, and

coordinating an effective administrative system for the Agency, which includes strategic planning and accountability for implementation of administration plans, including an analysis system, which identifies compliance issues and outlines recommendations for compliance improvements. Responsible for the Agency receiving at least a satisfactory rating concerning HUD agency scoring systems such as REAC and other future HUD required evaluation systems. The duties listed below illustrate the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position.

Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed.

1. Assists with long-range planning, facilitating organization planning, informing staff of legislative and policy

changes and monitors progress to ensure goals are met.

2. Manages the Agency operations by developing, implementing, and coordinating internal processes, assisting with

formulating, and implementing policies and procedures.

3. Develops, recommends, and implements procedures to assess compliance with applicable rules and regulations,

including establishing internal controls and processes to ensure sound fiscal and program management. Oversees

the Agency’s administrative process ensuring effective, efficient, and uniform methodologies that ensure

compliance with all federal, state, and local regulatory requirements.

4. Monitors expenditures ensuring expenditures are aligned with Agency policies. Assists with the development and

implementation of sound financial practices and procedures for the Agency.

5. Interprets relevant financial data and recommends changes to improve systems and performance.

6. Assists in preparing annual budgets, conducts budgeting and forecasting update meetings with all department

heads.

7. Enters and posts invoices into the financial accounting system. Ensures that all invoices balance to the batch total

in the computer system and files.

8. Maintains vendor information, verifies that all vendors are set up for 1099’s and verifies vendor addresses. Verifies

amount to be reported on 1099’s, prints and mails 1099’s to vendors; sends 1096 form to IRS by deadline.

9. Selects invoices to be paid, prints and mails checks and direct deposit notices.

10. Issues stop payments, and voids and reissues lost or incorrect payments. Research check information in the bank

software. Checks the bank daily for any fraudulent checks.

11. Issues 1099 and W-2 forms in accordance with federal and state regulations.

12. Allocates payments for monthly financial reports. Verifies that the correct properties are being charged.

13. Properly make all corrections and/or adjustments through journal entries.

14. Manages and balances all financial accounts, reviews financial statements, balances check registers to bank

statements, performs account reconciliation, processes accounts payable including filing and record retention.

15. Coordinates financial audits, assists in periodic Management Occupancy Review (MOR).

16. Serves in a risk management capacity to minimize liability exposure. Analyzes/evaluates available programs to

determine and obtain adequate coverage at most favorable rates for the Agency.

17. Maintains certificates of liability and collateral statements.

18. Maintains inventory records.

19. Prepares reports, resolutions, and presentations as required by the Executive Director, Board of Commissioners,

Manager of Operations and HUD.

20. Assists as needed in receiving payments for rent and other charges, issues receipts, balances cash with receipts,

prepares bank deposits, and balances Daily Report.

Education and Experience

Bachelor's degree from an accredited college or university with concentration in Business Management, Public

Administration, Accounting, or closely related field and five (5) years of increasingly responsible administrative experience, or an equivalent combination of education and experience sufficient to fulfill essential position functions.

The following Certifications must be obtained within one (1) year of employment or other allowable period of hire as

authorized by the Executive Director or his/her designee:

 Residential Management Professional (RMP)

 Fair Housing

 Procurement & Contract Management

Knowledge and Skills

1. Thorough knowledge of HUD, city, state, GAAP, ERISA, FLSA, accounting and labor practices and other financial

related regulations, policies, and procedures pertinent to the position.

2. Ability to plan, direct, and supervise the work of others, to delegate responsibility and authority, and to hold

subordinates accountable for tasks assigned.

3. Thorough knowledge of applicable Housing Agency operating policies and procedures.

4. Ability to prepare and/or analyze appropriate cost estimates for budgets.

5. Ability to read and comprehend complex material.

6. Ability to identify problems and develop effective solutions.