Procurement 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.

• Assists with long-range planning, facilitating organization planning, informing staff of legislative and policy changes and monitors progress to ensure goals are met.
• Manages the Agency operations by developing, implementing, and coordinating internal processes, assisting with formulating, and implementing policies and procedures.
• 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.
• Monitors expenditures ensuring expenditures are aligned with Agency policies. Assists with the development and implementation of sound financial practices and procedures for the Agency.
• Interprets relevant financial data and recommends changes to improve systems and performance.
• Assists in preparing annual budgets, conducts budgeting and forecasting update meetings with all department heads.
• Enters and posts invoices into the financial accounting system. Ensures that all invoices balance to the batch total in the computer system and files.
• 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.
• Selects invoices to be paid, prints and mails checks and direct deposit notices.
• 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.
• Issues 1099 and W-2 forms in accordance with federal and state regulations.
• Allocates payments for monthly financial reports. Verifies that the correct properties are being charged.
• Properly make all corrections and/or adjustments through journal entries.
• 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.
• Coordinates financial audits, assists in periodic Management Occupancy Review (MOR).
• 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.
• Maintains certificates of liability and collateral statements.
• Maintains inventory records.
• Prepares reports, resolutions, and presentations as required by the Executive Director, Board of Commissioners, Manager of Operations and HUD.
• Assists as needed in receiving payments for rent and other charges, issues receipts, balances cash with receipts, prepares bank deposits, and balances Daily Report.
• Assists with Daily Statement of Operations, monthly close out, and annual reports.
• Participates in filling job openings and locating viable candidates by placing advertisements in appropriate media such as newspaper, internet, NAHRO, PHADA, Agency website, internal bulletin boards, etc.
• Prepares letters, memoranda, notices, reports, and forms, often from oral instruction.
• Assists in recertification of residents.
• Handles documents on a variety of topics of a highly sensitive nature and maintains confidentiality regarding all documents and information received by or in the possession of the employee.
• Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.
• Undertakes and performs other work-related duties and special projects as assigned by the Executive Director, including research, evaluation, analysis reporting, recommendation, problem resolution, internal and external communications, etc.
• Prepare, review and administer contracts. Evaluate vendor proposals to ensure that all requirements are met. Maintains database for vendor bids and bid package documents.
• Tracks contracts, contract progress, expiration and monitors contract compliance.
• Responsible for monitoring & complying w/procurement policies & procedures

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

• 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.
• Ability to plan, direct, and supervise the work of others, to delegate responsibility and authority, and to hold subordinates accountable for tasks assigned.
• Thorough knowledge of applicable Housing Agency operating policies and procedures.
• Ability to prepare and/or analyze appropriate cost estimates for budgets.
• Ability to read and comprehend complex material.
• Ability to identify problems and develop effective solutions.
• Ability to interpret regulations, standards, and contracts for compliance with relevant requirements and Agency standards.
• Ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages; and utilize descriptive statistics.
• Ability to present information in a clear, organized, and convincing manner.
• Ability to accurately and completely document in writing appropriate events and activities.
• Ability to establish and maintain effective working relationships with co-workers, subordinates, contractors, and other persons outside the Agency.
• Ability to prepare and interpret clear, comprehensive, and concise narrative, and statistical reports and financial statements, and deal effectively with situations requiring tact and diplomacy, yet firmness.
• Ability to operate appropriate Agency computer equipment and software packages.

Supervision Controls

The Contracts, Procurement, and A/P Manager receives directions from the Director of Operations. Courses of action, deadlines and priorities are established by policy, procedure, rule, regulation, or the Director of Operations depending upon the assignment. Normal duty assignments are performed by the employee based on his/her own judgment. The employee has no supervisory responsibilities.

Guidelines

Guidelines followed by the Contracts, Procurement, and A/P Manager include handbooks and reference materials, established policies and procedures, traditional practices, applicable laws, regulations, and building ordinances/codes. Upon personal initiative, the employee may perform independent research and/or obtain informal guidance and assistance from other applicable sources.

Complexity

The Contracts, Procurement, and A/P Manager performs a wide variety of routine and non-routine tasks in the overall performance of essential job functions. The employee must coordinate costs, resources, timing, contracting requirements, and working relationships throughout the overall process. Thorough knowledge of general Agency and procurement issues is required to successfully achieve Housing Agency objectives.

Difficulty may be encountered in the steps for procuring needed services or products that are unfamiliar or for which no historical information exists.

Scope and Effect

The employee’s work primarily impacts Agency all departments and their access to needed supplies and materials. Successful accomplishment of duties, obtaining high quality goods and services at reasonable cost, and ensuring procurement is conducted in a fair and impartial manner contributes to smooth operations of all affected departments, sites, and projects and the overall ability of the Agency to provide better housing for low-income families in the community.

Personal Contacts

The Contracts, Procurement and A/P Manager has contact with a broad range of individuals including coworkers and management staff, residents, business firms, contractors, suppliers/vendors, and consultants. Personal contacts serve multiple purposes including giving or gaining information, planning, coordinating, and advising motivating, influencing, directing persons or groups, and justifying, defending, negotiating, and making decisions.

Contact with the public serves multiple purposes including giving or gaining information, planning, coordinating, and advising motivating, influencing, directing persons or groups, and justifying, defending, negotiating, and resolving significant and/or sensitive and controversial issues. Contact may occur in cooperative, antagonistic, or unresponsive situations.

Physical Requirements

• Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files, records, and eye strain from working with computers and other office equipment. Other physical exertion at the warehouse floor may involve lifting of moderately heavy objects.
• Must be able to establish and maintain effective working relationships co-workers, residents, contractors, and other persons outside the Agency.
• Must be able to sit and/or stand for up to eight (8) hours at a time while performing work duties.
• Must be able to bend, stoop, push, and pull in the performance of work-related duties.
• Must be able to use fingers bilaterally and unilaterally to operate job-related equipment.
• Must have vision and hearing corrected to be able to perform essential job functions.
• Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
• Must maintain a professional appearance and portray a positive image for the Agency.
• Must maintain punctuality and attendance as scheduled.
• An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.

Work Environment

Work indoors involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated.

Other Requirements

• Must possess a valid driver’s license and maintain a good driving record.
• Must have the ability to be bonded up to $1,000,000.
• Must be available for occasional overnight travel for training.
• Must pass employment drug screening and criminal background check.
• Must work with the highest degree of confidentiality.

The Covington Housing Authority is an Equal Opportunity Employer. This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed. The duties herein are representative of the essential functions of this job. This job description reflects management's assignment of functions; however, it does not prescribe or restrict tasks that may be assigned. Nothing in this document restricts management's right to assign or reassign duties and responsibilities at any time. The qualifications listed above are guidelines, other combinations of education and experience that could provide the necessary knowledge, skills, and abilities to perform the job may be considered at the discretion of the Executive Director.

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Education:

• Associate (Preferred)

Work Location: In person

Salary : $50,000